Administer the SoK

This page is an informal guide on how to admin a SoK based on SoK 2022. There are some durations to help you know how much time it can take.

Preparation of the SoK

1. Gather admins (at least 2) and send a mail to KDE community <[email protected]> around 1 month before the event (something like https://mail.kde.org/pipermail/kde-community/2021q4/007116.html)
2. Create https://community.kde.org/SoK ideas page for your year (copy the previous one, clean the ideas) (~1 hour)

Subscribe to https://mail.kde.org/mailman/listinfo/kde-soc-management (~10 minutes)

1. Ask admin access to https://season.kde.org/ to kde-soc-management mailing list (~1 hour to send a mail) and create a new season for your year (~1 hour)
2. Make a MR to update the season of kde website ideas page in the introduction: https://invent.kde.org/websites/season-kde-org/-/commit/d6551083864241c34d4fc35807b84007f42915ed
3. Update the timeline with something like: (~2 hours to count good)

   T0: announcement date of SoK (mail of next step sent)
   T1 = T0 + 1 month mentor/student applications deadline,
   T2 = T1 + 1 week: announce the projects
   T3 = T2 + 2 days: start of work
   T4 = T3 + 3 months; end of work
   T5 = T4 + 3 days: results announcements
   T6 = T5 + 1 month: certificates issued + shipping of the swag/merchandise

1. Send a mail to write the ideas in the wiki. Mail example (update the years): (~2 hours if you want to customize the mail)

``` To: Kde Soc Mentor <[email protected]>, KDE community <[email protected]>, kde-devel <[email protected]>, kde-core-devel <[email protected]>, [email protected], [email protected]

Subject: Season of KDE 2022 Ideas page skeleton is live

Body: Hi, The expected timeline can be found at https://season.kde.org/. https://community.kde.org/SoK/Ideas/2022 is live, as a skeleton to write down your ideas. If you are adding an idea, please remember to put your own contact information in the description as the mentor. Do not add Ideas with no mentor and contact info.

Remember that SoK is more general than GSoC, so these ideas are not limited only to coding tasks and you can include projects related to documentation, artwork, translation, reports and other types of work as well as code.

Cheers,

SoK Admin team ```

1. Ask Promo (https://webchat.kde.org/#/room/#kde-promo:kde.org) to promote the event! (~ 2 hours to write the article). Something like https://dot.kde.org/2017/11/19/announcing-season-kde-2018 and https://dot.kde.org/2019/11/29/announcing-season-kde-2020.

1. Send a mail to all potential students to enter their application with the subject: "The students are supposed to create the project themselves after contacting their potential mentors and discussing with them. Generally we also expect from the student to write a bigger text than the one in the idea page."

1. Send a kind reminder two weeks before the deadline. (~ 2 hours to write the article)

1. It is up to the students to create the project themselves after contacting their potential mentors and discussing with them. Generally we also expect from the student to write a bigger text than the one in the idea page." to the season.kde.org website

1. Go to the mentor application page from time to time to approve mentors only if they are listed on the SoK ideas list or if you are sure they are "long-term" contributors (do not accept anyone if you are not sure they are a mentor)

1. Don't assign mentors to a project, it is up to the mentors to do it.

Once applications deadline is passed

1. Ask mentors to mentor for the projects they are willing to mentor.

The day before the acceptation of the projects

1. Accept the proposals which have mentors.

The day of accepted projects

1. Create the status report page for this year: https://community.kde.org/SoK/2022/StatusReport

1. send a welcome mail including to ask for reports from students : https://mail.kde.org/pipermail/kde-soc/2021-February/001585.html (previous link) + article on dot.kde.org with selected projects

After the SoK

1. Create the certificates for each student: https://invent.kde.org/apol/sok-certificates

1. Usually, we go with http://freewear.org/ (mail: [email protected]) for customising the goodies. Feel free to contact the (VDG)[[email protected]] if you need help with the design!

With the KDE e.V., discuss the budget for the SoK goodies to be sure we ask a quotation that fits.

- Gather information for every student who wants to get the swag. Namely:

• Project name
• Real name
• email
• Phone number
• Postal Address
• T-Shirt size and fit

1. Write a blog post about the different projects and their status

FAQ

• Is there a hardcoded limit for postuling, editing proposals...?

-> Nothing limits anything in the code but it is better to stick to the deadlines.

• What's the difference between "Accepted" and "Mentors"?

-> Mentors need to put themselves as mentors before the announcement of the selected projects. The project will be accepted when it is announced.