Outreachy Year-End 2019-2020: Mid-point feedback time!

It’s that time again! Time for Outreachy interns and mentors to provide feedback on the internship.

Feedback from both interns and mentors will help Outreachy organizers improve the program. As a reminder, a mentor or intern can only submit feedback once. If your dashboard shows you have already submitted feedback, you’re all set!

MENTORS: Please remember that only one mentor can submit feedback for one intern. If you are co-mentoring an intern, please talk with your co-mentor to decide what feedback to submit, and who should submit it. The mentor feedback will determine whether the intern is paid their $2000 mid-point stipend.

We encourage mentors and interns to provide honest feedback on how the internship is going. Feedback is completely private, and will only be seen by Outreachy Organizers and Software Freedom Conservancy accounting staff. Outreachy organizers will discuss your feedback with you and draft a response with you before contacting the other person about any issues.

OSC team members will not see your feedback, so please contact us directly if you wish to provide us direct feedback.

Mentors will be asked:

  • How often does your intern ask for your help or feedback?
  • How long does it take for you to respond to your intern’s request for help or feedback?
  • How often does your intern submit a project contribution?
  • How long does it take for you to give feedback on your intern’s contributions?
  • How long does it take for your intern to incorporate feedback and resubmit a contribution?
  • What was the last date you were in contact with your intern?
  • Please provide a paragraph describing your intern’s progress on their project. This will only be shown to Outreachy organizers and Software Freedom Conservancy accounting staff.
  • Do you believe your Outreachy intern is putting in a full-time, 40 hours a week effort into the internship?
  • Should your Outreachy intern be paid the mid-point $2000 payment?
  • Questions about whether the intern needs an extension, and when the next date for internship feedback should be after the extension is done.
  • Questions about whether the internship may need to be terminated.
  • (The questions about internship extensions and terminations aren’t needed for most internships, but our form asks them of all mentors.)

Interns will be asked:

  • How often do you ask for your mentor’s help or feedback?
  • How long does it take for your mentor to respond to your intern’s request for help or feedback?
  • How often do you submit a project contribution?
  • How long does it take for your mentor to give feedback on your contributions?
  • How long does it take for you to incorporate your mentor’s feedback and resubmit a contribution?
  • Questions about how your mentor is supporting you
  • Questions about your internship effort

Evaluation guidance for mentors

Outreachy organizers view this internship as a fellowship. Mentors should not expect a certain project to be completed by the intern, but rather expect that the intern’s work will be adjusted to the level of their ability, their interests, and the project’s priorities throughout the internship. Outreachy organizers prefer not to fail people in the program as long as they are working full-time on the project.

The most important metric for success is whether the mentor knows their intern is putting in a full-time, 40 hours a week effort. If an intern isn’t putting in a full-time effort, we use the other metrics to come up with a plan to get the intern back on track. We also gather metrics about mentor engagement to ensure success for all Outreachy mentors.

Transparency

Interns will be able to see on their dashboard if their mentor has submitted feedback, but not the contents of that feedback. The interns will be able to see on their dashboard when the mentor feedback is reviewed by the Outreachy organizers and their payment authorization is sent to the Software Freedom Conservancy. As Outreachy organizers batch payment authorizations, please do not email Outreachy organizers or OSC team members to remind us of feedback that needs to be reviewed.

If the mentor has requested that an internship be extended, interns will receive an email from Outreachy organizers to confirm the internship extension. If an internship has already been extended, and the mentor feels like an intern has not put in a full-time effort (and is unlikely to put in a full-time effort), then the mentor can indicate they wish to terminate the internship. Interns will get an email from the Outreachy organizers if that unlikely event occurs.

If feedback that interns give for their mentors indicate that the Outreachy organizers need to contact the mentor, Outreachy organizers will get in touch with the intern via email. The Outreachy organizers will ask the intern if it is okay to share some details of their feedback with their mentor, in order to encourage the mentor to improve. If a mentor does not improve or is unresponsive, Outreachy organizers will work with the community coordinator (or other Outreachy coordinators and mentors in different communities) to try and find a new mentor.

Just a reminder to @outreachy-mentors that feedback was due 2020-01-29T08:00:00Z. Those of you whose projects didn’t get feedback completed in time should have received an email today.

If you’re having any problems, please let me know and I’ll be happy to assist. :slight_smile: