20:00:12 <ekhugen> #startmeeting wos_mentoring
20:00:13 <openstack> Meeting started Wed Sep 28 20:00:12 2016 UTC and is due to finish in 60 minutes.  The chair is ekhugen. Information about MeetBot at http://wiki.debian.org/MeetBot.
20:00:14 <openstack> Useful Commands: #action #agreed #help #info #idea #link #topic #startvote.
20:00:16 <openstack> The meeting name has been set to 'wos_mentoring'
20:00:26 <ekhugen> #topic SpeedMentoring
20:00:44 <ekhugen> hi, who's here for women of openstack mentoring?
20:00:50 <MeganR> Hi
20:00:56 <ekhugen> Hi MeganR
20:01:06 <ekhugen> I think aimeeu said she'd be late
20:01:39 <MeganR> and I think Carol is out this week
20:01:52 <ekhugen> ah, yes
20:02:02 <ekhugen> ildikov are you here?
20:02:58 <ekhugen> we'll give people a few more minutes
20:03:10 <MeganR> sure
20:03:11 <ekhugen> thanks for volunteering to send the follow up surveys meganr
20:03:20 <ekhugen> Hi Dlynch!
20:03:28 <DLynch> hello
20:03:54 <ekhugen> we're giving people a few minutes to gather, Carol's out this week and Aimee said she'd be late
20:04:26 <MeganR> ekhugen: no problem, I need to circle back regarding the mentors with matches that fell through, so this will work in sync.
20:05:08 <ekhugen> cool, fyi when I send out emails I try to make sure of two things:
20:05:22 <ekhugen> 1. I put [openstack] [mentoring] in the subject
20:05:34 <ekhugen> 2. use bcc for everyone to avoid reply all storms
20:05:55 <MeganR> excellent points - who do you want bcc'd on these?
20:06:04 <ekhugen> oh the whole list I put in bcc
20:06:14 <MeganR> ok, cool
20:06:26 <MeganR> I don't think I did that last time  :)
20:06:45 <ekhugen> it's not bad for small groups, but I think there are like 92 email addresses in that group
20:06:55 <ekhugen> so that could get painful if someone does a reply-all :-)
20:07:33 <ekhugen> okay, I think it's just the three of us at this point
20:07:45 <ekhugen> about the only thing I have for speed mentoring is the call for mentors
20:08:05 <ekhugen> kendall really nicely sent out the general call for mentors to a couple listservs
20:08:37 <MeganR> it was great, I forwarded it two my team, and think 2 of them have signed up
20:09:14 <ekhugen> but I'm thinking we want to do a specific call for mentor for Speed Mentoring.  Ask them if they're interested in that to put it in the additional information about themselves
20:09:48 <ekhugen> Meganr I was hoping diablo_rojo would be in the meeting today, I don't have the link yet to the new spreadsheet for the new survey
20:10:00 <ekhugen> but that's great, at least we know we have two signups :-)
20:10:04 <MeganR> yes, that is a good idea, Andrew Mitry has already asked me about the speed mentoring and I would like to send that out to our team attending the summit
20:10:22 <MeganR> yes - and you can let me know if they cause any grief!  :)
20:10:26 <MeganR> one is my boss!!
20:10:33 <ekhugen> lol I'm sure they won't :-)
20:10:51 <ildikov> ekhugen: hi, I'm here, sorry for being late
20:11:15 <ekhugen> does anyone else want to send out the call for mentors for speed mentoring?  I think it should go to WOS and the general listserv
20:11:20 <ekhugen> hi ildikov
20:11:45 <ekhugen> and then maybe we can also pass it around our companies, if we know of people who will be at barcelona
20:12:51 <ekhugen> oh hi diablo_rojo_phon
20:12:57 <diablo_rojo_phon> Hello :)
20:13:05 <ekhugen> we were just talking about the new mentoring survey, thanks so much for sending that out!
20:13:13 <diablo_rojo_phon> No problem :)
20:13:18 <ekhugen> is there a new google docs spreadsheet that those results are going into?
20:13:29 <diablo_rojo_phon> I had some bounces for a few of the ML that I'm not apart of.
20:13:43 <diablo_rojo_phon> Yes there is. I can get you that link after the meeting.
20:13:56 <ekhugen> okay cool, thanks!
20:14:27 <diablo_rojo_phon> If anyone is in a ML other than WoO or Dev could they forward it out?
20:14:46 <ekhugen> sure, I can forward to the openstack general one
20:15:55 <ekhugen> I'll also do the separate call for mentors for speed mentoring, we should also probably mention the need for mentors at upstream too
20:16:04 <ekhugen> right ildikov, you're still looking for about 10 for that?
20:16:32 <ildikov> ekhugen: we have about 35 people registered so far according to my last info
20:16:37 <ildikov> we have 50 as a limit
20:16:58 <ildikov> I'm not sure when you started to reach out to people before the earlier trainings
20:17:08 <ildikov> just to get an idea how many will finally show up
20:17:43 <ekhugen> I think we actually started earlier for austin, but this is basically a month before
20:17:45 <ildikov> so if we would make it up to 50 then 10 mentors/helpers would really be needed
20:18:06 <ildikov> we didn't have a that good show up rate for Austin IIRC
20:18:07 <ekhugen> do mentors for upstream need to RSVP for the upstream event
20:18:19 <ildikov> I don't know how we can do a better job to predict now
20:18:38 <ildikov> I don't think so
20:18:43 <ildikov> did they ever had to?
20:18:57 <ekhugen> I'm not sure if that was clear for austin
20:19:47 <ekhugen> but okay, I will send out a mentors needed for austin events call, and ask them to put in either (or both) speed mentoring or upstream university in the additional information field
20:19:59 <ildikov> I will ask how big the room is, but it sounds odd to me
20:20:14 <ildikov> ekhugen: that sounds great
20:20:38 <ildikov> ekhugen: as I told you earlier we have current;y 19 people interested in the mentoring program too
20:20:38 <ekhugen> anything else to talk about with the calls for mentors or the speed mentoring event?
20:21:00 <ekhugen> yes, can you reach out to them and let them know about the new signup form, please?
20:21:49 <ildikov> you mean that those students should sign up on the new form for the mentoring program?
20:22:20 <ekhugen> if they're interested in long term mentoring, then yes, I think they should sign up for that on the new form
20:22:42 <ildikov> ok, I will reach out to those people separately then
20:22:58 <ekhugen> we probably won't match them until after the summit though
20:23:08 <ekhugen> just because we still have a backlog of other mentees to match
20:23:19 <ildikov> do they need to mark anywhere there that they're signed up for the upstream training?
20:23:56 <ildikov> ekhugen: if you cannot match them before the training then we might do the registration with them there
20:24:04 <ildikov> but well, both works for me
20:24:11 <ekhugen> okay, that works too, whichever is easier for you
20:24:28 <ildikov> I just don't want to flood people with too many mails
20:24:31 <ildikov> :)
20:24:53 <ekhugen> if you have time at the end of the training and want to point them to the form, that might work best
20:25:07 <ildikov> just to avoid confusion, but I'll give it another tought later and let you know
20:25:21 <ekhugen> okay thanks
20:25:36 <ildikov> also we might get more attention and dedication if we do that at the end of the training
20:25:47 <ildikov> ekhugen: thanks!
20:25:56 <ekhugen> and we would only get people who had really been through upstream training, which is good too
20:26:23 <ekhugen> I think this covers speed mentoring and upstream training, anything else for either of those topics?
20:26:31 <ildikov> ekhugen: yeap, that can be beneficial also
20:27:17 <ekhugen> #topic Follow up survey
20:27:50 <ekhugen> diablo_rojo_phon very nicely got the follow up survey ready https://openstackfoundation.formstack.com/forms/mentoring_feedback_survey
20:27:58 <ekhugen> and meganr volunteered to send it out
20:28:18 <ekhugen> so I think we're set there, any questions/comments about it?
20:29:06 <ekhugen> this meeting is going fast, nice :-)
20:29:13 <ildikov> :)
20:29:15 <ekhugen> #topic Graduation plan
20:29:33 <ekhugen> I think there was a bit of a discussion last week about this when I was out
20:30:23 <ekhugen> reading the logs I thought the discussion more focused on the follow ups than on what we should make the plan
20:30:27 <ekhugen> do I have that right?
20:30:43 <MeganR> sorry, I was also out last week
20:31:31 <ekhugen> I think we had talked about a couple prong approach to graduation
20:31:51 <ekhugen> 1. surveys to find out who's still meeting/if things ended prematurely
20:32:08 <ekhugen> 2. graduation criteria for helping mentees realize when they're ready to be on their own
20:32:38 <ekhugen> 3. a time limit on mentoring in the case that the relationship doesn't reach a natural conclusion
20:32:46 <ekhugen> do people agree with those?
20:33:02 <DLynch> I agree
20:33:34 <ekhugen> so I think we have #1 down
20:33:55 <ekhugen> we've talked about #2 a bit, but we haven't put anything out on the wiki page https://wiki.openstack.org/wiki/Mentors
20:34:43 <ekhugen> so does anyone want to pull together some of the ideas of how a mentor/mentee should know when they're ready to graduate and how to end a relationship appropriately?
20:35:57 <annegentle> ekhugen hiya
20:36:05 <ekhugen> hi annegentle
20:36:15 <annegentle> ekhugen I'm late to the discussion, was the idea of a time limit (year or six months) brought up?
20:36:39 <ekhugen> yes, so that was the kind of third prong of our graduation approach
20:37:02 <annegentle> ekhugen ah, ok, not phases but prongs basically
20:38:00 <annegentle> ekhugen I'm not sure a mentee ever needs to be "on their own" I guess... what's the intent, setting and meeting goals?
20:38:22 <ekhugen> yes, we wanted to give some guidelines and criteria that maybe then a mentee/mentor could decide "we want the relationship to go until I get to this point"
20:38:36 <annegentle> ekhugen ok that makes sense
20:38:47 <ekhugen> which I think someone suggested maybe one point would be that a mentee feels like they could be a mentor themselves
20:39:02 <annegentle> ekhugen yeah we definitely want that happening! :)
20:39:03 <ekhugen> but beyond that, if it doesn't reach that point naturally, then a time limit makes sense
20:40:20 <ekhugen> so I don't know if maybe DLynch, you've written up some nice docs for the surveys, do you think you could take a stab at writing up some graduation criteria?
20:41:28 <annegentle> ekhugen I will write a para for the wiki
20:41:38 <ekhugen> okay, thanks annegentle
20:41:44 <DLynch> I can take a look.  to be honest I'm at a lost with this one but let me think about it.  Is that ok?
20:41:58 <ekhugen> sure, I think if you go back in the etherpad, we've had some suggestions on this
20:42:05 <annegentle> DLynch how about you read what I write, and edit as needed -- are you "watching" the wiki page?
20:42:05 <ekhugen> we've just never really gathered them up
20:42:49 <DLynch> yep I'm watching :)
20:43:24 <ekhugen> cool, thanks Dlynch and annegentle!
20:43:47 <ekhugen> and so what do we think for a timeframe for the outer limit of a mentoring relationship?  1 year? is that too long?
20:44:18 <aimeeu> Would 6 months be more realistic?
20:44:37 <annegentle> summit to summit is about right whether goals are technical or career related
20:44:53 <annegentle> release to release, both about six months
20:44:58 <diablo_rojo_phon> annegentle: +1
20:45:08 <aimeeu> or project teams gathering to PTG?
20:45:09 <MeganR> I agree, summit to summit
20:45:13 <DLynch> maybe six months with the option to renew for another six?
20:45:33 <MeganR> do we need to set a "no longer than" timeline?
20:45:34 <ekhugen> okay, so do we want to adjust the program so we only put out new matches before summits or PTGs?
20:45:53 <annegentle> ekhugen what's your cadence currently for matching?
20:46:13 <annegentle> ekhugen and based on incoming requests what is pragmatic?
20:46:16 <aimeeu> ekhugen: I think that would be logistically easier
20:46:16 <ekhugen> right now we'd been matching as new mentors came in, since we had a backlog of mentees
20:46:42 <ekhugen> but that was more just because we were trying it out
20:47:15 <annegentle> ekhugen how  deep is the backlog nowadays?
20:47:24 <ekhugen> doing 4 matches a year would be easier, and it would probably be good for mentees/mentors too, so they'd know when to expect to get matched
20:47:35 <ekhugen> on the technical side, around 30 mentees
20:47:40 <annegentle> ekhugen yeah if you don't mind air quotes deadlines :)
20:47:46 <ekhugen> I think we're keeping up on the career side
20:47:53 <annegentle> that seems like good cadence to me
20:48:20 <ekhugen> okay, yes, that definitely makes sense (and eliminates a bunch of guilt I feel in weeks when I don't check the spreadsheet)
20:49:09 <annegentle> ekhugen all for that :)
20:49:10 <ekhugen> I'll add to the wiki page when the next matching is set to take place, I'll aim for October 20, since it's right before the summit?
20:49:29 <annegentle> ekhugen as a deadline, sure
20:50:14 <ekhugen> anything else on graduation plans?
20:50:54 <annegentle> ekhugen none from me
20:51:05 <ekhugen> thanks everyone that was a really productive discussion
20:51:23 <ekhugen> #topic Open
20:51:45 <ekhugen> We have 9 minutes left, any other topics?
20:52:19 <diablo_rojo> Do we have stats somewhere about how many people we had signup for the batch for Austin?
20:52:26 <diablo_rojo> And how many matches we made and stuff?
20:53:02 <ekhugen> by signup for the batch for austin, you mean how many mentors/mentees signed up before the summit and how many matches we made?
20:53:12 <diablo_rojo> Yes :)
20:53:16 <ekhugen> I can extract that from the spreadsheet pretty easily
20:53:41 <diablo_rojo> I'd be interested to know. I'm writing an article for OpenSource.com about it
20:53:44 <ekhugen> I'll put the results in our etherpad https://etherpad.openstack.org/p/WOS_mentoring_12_3 and send you a mail when they're out there?
20:53:52 <diablo_rojo> Perfect
20:54:33 <diablo_rojo> Also we have 24 people signed up already with this new round
20:54:39 <ekhugen> yay!
20:54:53 * ekhugen does a happy dance
20:55:15 * diablo_rojo turns on the strobe light and starts the EDM
20:55:57 <ekhugen> nice
20:56:01 <ekhugen> any other topics?
20:56:37 <diablo_rojo> I got nothing.
20:56:45 <diablo_rojo> Oh actually
20:57:19 <diablo_rojo> I asked Anne at the foundation to tweet from the OpenStack handle about the next round and she said she would in the next 48 hours or so
20:57:36 <ekhugen> awesomesauce
20:57:40 <diablo_rojo> So look for that so you can retweet :)
20:58:02 <MeganR> that's great!
20:58:14 <ekhugen> nice!
20:58:35 <diablo_rojo> Is there anything else we need attention drawn to or help with from the foundation ?
20:59:15 <ekhugen> I don't think so
20:59:30 <ekhugen> speed mentoring is on the agenda now, so thank you!
20:59:31 <diablo_rojo> Coolio. Let me know if something comes up :)
20:59:44 <ekhugen> will do thanks diablo_rojo
20:59:55 <ekhugen> okay, have a good day everyone!  and thank you!
21:00:06 <MeganR> Bye!
21:00:11 <ekhugen> #endmeeting