Mentors Hanbook

Smera Goel, Fernando Fernandez Mancera, Justin W. Flory, Jona Azizaj, Last review: 2024-07-16

Welcome to the Fedora Project Mentor Handbook, a guide designed to equip mentors with the tools, resources, and best practices needed to support contributors within the Fedora community. Whether you’re an experienced contributor looking to give back or a newcomer eager to support others on their journey, this handbook will provide you with the knowledge and strategies needed for your mentorship role.

Understanding Mentorship

Becoming a mentor implies taking on additional responsibilities within your organization instead of reducing your workload. It’s crucial for the organization to understand that mentees are typically inexperienced contributors who may require support and direction to effectively accomplish their tasks. As a mentor, you’ll be investing time and effort into guiding these individuals, helping them navigate challenges, and empowering them to grow within the organization. This commitment to mentorship not only benefits the mentees but also contributes to the overall success and sustainability of the organization by fostering a culture of learning and development.

Communication and culture tips

Open Communication:

  • Encourage transparent and respectful communication between mentors and mentees.

  • Actively listen to mentees' perspectives and concerns without interruptions.

  • Provide constructive feedback that is specific, actionable, and supportive.

Cultural Sensitivity:

  • Respect and celebrate diversity in backgrounds, cultures, and experiences.

  • Be mindful of language and behaviors that may unintentionally exclude or offend individuals from different cultural backgrounds.

  • Foster an inclusive environment where everyone feels valued and respected regardless of cultural differences.

By prioritizing open communication and cultural sensitivity, mentors can create a welcoming and supportive environment that promotes effective collaboration and growth within the Outreachy program.

Getting Started

Quick start

  1. Work with your project team to identify a project that can be achieved by a junior contributor in 2-3 months.

  2. Propose your project idea in the Fedora Mentored Projects repository. Use the provided issue template.

  3. Receive feedback from Mentored Project coordinators and respond to questions.

  4. If approved by Fedora coordinators: Submit your project into the program-specific portal, e.g. Outreachy or GSoC websites.

  5. Begin preparing applicant tasks in advance of the contribution phase start date.

How is the project improving Fedora?

To join in, the Fedora Project needs to know how mentorship will help the community and the Project as a whole. Understanding these benefits helps us design the program to meet everyone’s needs. When proposing a project, make sure to address how this project fits in with Fedora’s philosophies.

How many mentors are going to participate?

Taking part in the program with only one mentor can present challenges, which is why we advise having at least one other person willing to help out. The other person can be a co-mentor, general mentor or a team member who understands the project and is willing to cover in case the primary mentor isn’t available, for example, during vacations or unplanned absences. Having access to a diverse range of mentors (e.g. different cultures, different time zones, etc.) can provide a broader perspective and offer different areas of expertise. This approach not only enhances the mentorship experience but also increases the likelihood of success.

What is the timeline expected for the mentees

Setting a clear timeline for the mentee is important in mentorship. When both the mentor and mentee know what to expect and when, they can work better together. This helps avoid confusion and makes sure everyone’s on the same page. Plus, having a timeline lets us see how things are going, figure out what needs improving, and celebrate successes. It makes the whole mentorship experience better for everyone involved.

For Outreachy, applicants are advised to contact a project mentor to propose a timeline for the project. This is a question asked to all applicants in their final Outreachy applications. Knowing an approximate timeline will make navigating these questions toward the end of the application period easier.

Application Period

Onboarding material

It’s beneficial to have onboarding resources ready for candidates during the application phase. These resources will provide guidance on comprehending the project’s scope, contributing effectively, locating suitable initial tasks, and communicating with mentors.

Mentorship Period

Introductions

Ask the mentee to introduce themselves in the following places (and any other project-specific places):

Communicating frequency

Regular Check-ins:

  • Plan weekly or bi-weekly meetings to discuss progress and goals.

  • Adjust frequency based on project needs and mentee preferences.

Availability:

  • Be reachable during agreed-upon working hours.

  • Respond promptly to messages and emails within a reasonable timeframe.

Ad Hoc Communication:

  • Encourage quick questions or updates via chat or email outside of scheduled meetings.

  • Stay open to informal check-ins based on mentee needs.

Documentation:

  • Keep notes of discussions and decisions for reference.

  • Share helpful resources and documentation to support mentee learning and project progress.

Wrapping Up

Handling over the project

  • Do not wait until the last day for merging things and getting changes landed.

  • Try to wrap significant work before the mentee’s last week.

  • Spend some time with the mentee to review their work, summarize and advocate their accomplishments.

  • It’s nice to keep in touch with the mentee after the internship ends. It can help with contributor retention and also lead to new projects in the future.

  • Talk to your mentee about their future plans, both project-related or career-related.

  • Introduce the idea that the mentee can continue contributing to the project after the internship, but they might need to reevaluate how much time and commitment they can give as a volunteer.

  • Discuss the idea of periodic check-in calls after their internship, e.g. monthly, quarterly, or any other cadence that works best for both parties.

Helping the mentee to continue contributing

  • If the project can continue accepting contributions, talk about what continuing on the project might look like.

  • If the project cannot accept more contributions or is integrated into something larger, talk about what other options there are to contribute to Fedora.

  • Encourage the mentee to participate in virtual events, like Release Parties, Week of Diversity, Appreciation Week, etc.

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