Mentors should be able to commit at least 5 hours a week on most weeks from the beginning of the six-week application period through the end of the three-month internship. The application period is often more time-intensive than the internship period, because applicants will need help getting started and identifying a good first contribution they can make to the FOSS project. Having a co-mentor or a project team who can review contributions and point people in the right direction can help spread the load during the application period and internship.Each mentor will also need to accept a mentor agreement and their intern will need to accept an intern agreement. (See mentor and intern agreement examples). These agreements allow the Outreachy parent organization, Software Freedom Conservancy (Conservancy), to run the program while ensuring that your participation in the program is legally appropriate and that Conservancy holds no responsibility for any inappropriate or grossly negligent behavior of the participants. Please do not hesitate to contact us with any questions about the agreements.
If you're thinking about being a mentor, you should carefully look at the mentorship timeline and determine your availability. If you're going on vacation for more than a week during the internship or you will have a heavy work load, you should consider adding a co-mentor. Co-mentors can help review intern contributions and answer questions.
Each Outreachy mentor works directly with one Outreachy intern. It is very rare for mentors to work with more than one Outreachy intern. In fact, it's encouraged that mentors find a co-mentor who can help review contributions and answer questions for their interns. Co-mentors are especially
helpful during the application period, when there are many applicants
who need help getting started.
You can decide with your co-mentor if one person is considered a primary mentor and the other person is considered a secondary mentor or if you both share the mentorship responsibilities about equally. Multiple mentors can accept a mentor agreement for the same intern and be listed as official mentors. It's the official mentor(s) responsibility to guide the intern and connect the intern with other people who can help with, review, and merge intern's contributions throughout the internship. Upon consultation with other official mentors, if any, one of the official mentors provides feedback during the internship mid-point and final review, which will determine whether an Outreachy intern is paid the mid-point and final payments.
The project should consist of manageable and relevant tasks that can be incorporated into the project throughout the internship period. Stand-alone projects proposed by an applicant are not suitable at all for people who are not established contributors. Please try to avoid situations when participants work on features that are not yet designed or agreed-upon, have too many moving parts, and would only land in the main code-base after the internship is over as a best-case scenario. This rarely works out. Instead, look for agreed-upon manageable bugs and small features that have a shared theme and would allow the participant to feel the satisfaction of landing their changes throughout the internship.
It is best if interns work with your FOSS community or team, starting with smaller tasks (i.e. bugs) and progressing over time to more complex tasks (i.e. features), with each task being suggested by you based on the current priorities of the team. As part of the application process, applicants are asked to build a tentative timeline for their project, so make sure you have a rough idea of the series of tasks for your projects.
It's fine to define more projects than you think your community has funding for. That give applicants a choice of projects. Please note that if you propose a project, you should be committed to mentor that project. Communities that intend to accept 1-2 interns often list 3-5 projects.
Once you have an internship project in mind, you'll need to submit an project proposal.
When your project proposal is approved by your FOSS community
coordinator, and your community is approved to participate in this
Outreachy internship round, you'll receive an email notification.
Meanwhile, follow the next steps.
Applicants will also need to make small contributions to your project during the six-week application period. In order to be accepted as an intern, applicants need to get one contribution successfully completed (and hopefully merged into the project). The strongest applicants are ones that consistently produce multiple, small contributions during the application process. Applicants that produce a large contribution at the last minute often have inconsistent internship results.
In order to ensure you can successfully evaluate applicants, you'll need to create a set of contributions for applicants to complete. You should have around 10-20 small newcomer tasks and 5-10 medium-sized tasks.
You should have smaller tasks that are newcomer-friendly. They should have a good description, and contain links to relevant documentation. Some applicants may "claim" a smaller task and then not complete it. It's good to have a lot of smaller tasks. You can also have smaller starter tasks that can be completed by multiple applicants (like a user experience survey or a graphic design proposal).
Once an applicant has completed a few smaller tasks, they'll want to have a medium-sized task. This task is a chance for them to prove they have the skills needed for your project.
A medium-sized task should test the skills that are necessary for an intern to be successful on this internship project. This is because Outreachy does not allow mentors to select an intern on the basis of educational background. Mentors should consider all applicants, regardless of whether they have a university degree, they have completed a coding school, or they are completely self-taught. You will be selecting an intern based on the quality of their contributions alone. In order to ensure you select an applicant who can successfully complete the internship, your tasks will need to test any skills you consider relevant to the internship project.
Make sure you have a large set of small and medium-sized tasks! On average, about 5 applicants complete a contribution to an Outreachy project. Some popular projects have had as many as 23 applicants complete a contribution. You should expect that most applicants will complete 1 or 2 tasks. Applicants who are selected as interns usually complete 4 tasks on average. Some interns have completed as many as 13 contributions during the application process.
You may want to save some smaller tasks for the last few weeks of the application period. Save those tasks and don't put them in your task tracker until the last two weeks. This allows applicants who come in later in the application period to have a chance at completing a smaller starter task. It's important that mentors remain responsive to applicants who are completing tasks during this period. Mentors can be honest with the applicant if they already have an intern selection in mind (and that applicant has completed a final application). However, mentors shouldn't ignore requests for help or requests for a starter task, as this leads to a bad experience for the applicants.
After the Outreachy application period opens, applicants will start recording their project contributions on the Outreachy website. Mentors will find information about applicants from links listed in the prompt at the top of the projects listing page when they're logged in. Not all interested applicants will make a contribution, and only a few will actually submit an application. If you don't have promising applicants who have made a contribution, you might want to ping interested applicants to let them know you're looking for additional contributions.
It's important that you check the eligibility of applicants. The project applicants page will display applicant eligibility information, including their time commitments. Outreachy requires applicants to have 7 consecutive weeks (49 days) free from full-time commitments. That is the absolute bare minimum amount of free time required.
Only applicants who have been determined to be eligible for the program will show up on the project applicants page. If you are working with a promising Outreachy applicant, but you don't see them on your project applicant page, remind them to record a contribution.
Note that mentors will not be able to accept ineligible applicants as interns. Applicants with borderline time commitment eligibility and few contributions may be turned down by coordinators or Outreachy organizers, especially if you are applying for Outreachy general funding.
During the application process, mentors will need to be responsive to applicants via email and on any community forums. We find that some applicants are shy about collaborating on public channels, and need to be able to make contact with mentors privately first. Please make sure to list your email address on your project description. Once applicants contact you privately, you can encourage them to speak up in public channels. Do not try to "force" applicants to use public channels by not listing your private email.
Make sure you're responsive to questions during the application process. You may need to work with other Outreachy mentors or community members in shifts to ensure you respond to applicants in different timezones. Common applicant timezones are Europe (UTC+3), India (UTC+5), and the U.S. west coast (UTC-7) and east coast (UTC-4).
Most Outreachy applicants hope to get an answer to questions asked on a community chat channel within 4 hours. If Outreachy interns don't hear back from an email to a mentor in 2-3 days, they often get worried and self-doubt will kick in. If Outreachy interns don't hear back, they'll often start applying to another project.
Start hanging out in #outreachy and #outreachy-admin on GIMPNet
(irc.gnome.org). You are welcome to pitch in answering any questions
from prospective applicants on the mailing list and the IRC channel.
If your organization is participating in Google Summer of Code,
ask applicants who are students applying to work on coding tasks to consider applying for both programs.
However, before encouraging applicants to apply to GSoC, tell them there will probably be a difference between how much GSoC and Outreachy pays.
It's important that Outreachy mentors don't waste their time working with applicants who aren't eligible for the program. We often find applicants "push the boundaries" of our eligibility requirements, especially when it comes to the eligibility requirements for students. We suggest that all mentors:
Because we ask the applicants to collaborate with mentors during the application process, mentors often find themselves overwhelmed with potential applicants. Please do not hesitate to redirect applicants to other projects or to learn more on their own if one of the following applies:
Your organization's coordinator and Outreachy coordinators will often be able to help you redirect strong runner-up applicants and new applicants to projects with few applicants.
Please let Outreachy coordinators know when you are no longer available to work with new applicants, so that we can update the listing for your idea on the main page for the round appropriately.
Some of the common causes for too few applicants are:
You will be emailed instructions for how to select an intern. Only select the intern you want to work with. Do not mark "backup" or "alternate choices".
All Outreachy interns will be contacted for
financial information by the Software Freedom Conservancy. Payment timelines will be sent to
interns as part of their acceptance email. Payment timelines can also be found in the internship agreement and on the mentor's dashboard.
Communicate with your mentee frequently, point them to the relevant resources and people, and get their questions answered.
Establish office hours on community public forums twice a week, or at least once a week, when it is convenient for both of you to be around, discuss progress, and solve any issues together. Have the conversations in the community public forums, so that other people can learn from them or offer help. Interns often also benefit from private sessions where they can ask questions, such as a once-a-week video chat.
Encourage your intern to blog. A link to your intern's blog will be listed on the alums page. If your intern hasn't created a blog before the internship starts, encourage them to do so within the first week. Interns often feel pressure to get blog posts "perfect". Encourage your intern to write down things that they struggled with, or have questions on, since the simple act of writing things down can help them solve problems. Intern blog posts are often details about what the interns are working on, but can also include things that they find surprising about working in open source, techniques for working efficiently, their feelings about the internship, or even talking about what the interns find confusing. We find the best blog posts are honest and open.
Teach interns about open source collaboration. Many Outreachy interns haven't worked on a long-term project that involves working with a community. As such, they may not realize how much time it will take to submit work to the community, get feedback, and revise the contributions. Work on a plan for when tasks can be submitted to the community, and encourage your intern to engage in community design discussions and submit contributions early for review.
Teach interns about task and time management. It's good for mentors to have a rough timeline in mind for the internship, but be willing to adjust it as necessary. Feel free to discuss and adjust the tasks for the intern to make sure the tasks stay manageable and relevant. The tasks should correspond to the intern's shown abilities, evolving interests, and current priorities of your project.
Outreachy interns often experience impostor syndrome. Impostor
syndrome is characterized by feelings of self-doubt: feeling that your
accomplishments are only due to luck when you've actually put a lot of
effort into looking for opportunities and networking, feeling that your
work is sub-par when it is actually quite good, and feeling that
everyone knows more or works faster than you.
Impostor syndrome caused by a combination of unrelenting personal
standards and an inability to accept and internalize praise. People who
suffer from impostor syndrome often harshly criticize themselves, have
perfectionist tendencies, and downplay their accomplishments. They often
feel like everyone knows more than they do, or that they are only
successful because of luck. They often have trouble asking questions in a
public setting, for fear they will be exposed or ridiculed for lacking
People who are from groups underrepresented in tech are more likely to experience impostor syndrome. They face discrimination that means they have to work harder or be more careful in order to obtain the same success as people who aren't a minority in tech. This leads to a skewed view of what it takes to be successful, and a persistent need to downplay accomplishments, lest they be criticized or have opportunities taken away.
designed to help interns overcome impostor syndrome. Working with a
mentor allows them to ask questions without feeling judged for what they
don't know. While mentors should encourage interns to collaborate
publicly, mentors should also be available for answering questions
privately. In order to get Outreachy interns used to talking about their
accomplishments, Outreachy requires interns to blog every two weeks.
Outreachy also provides a travel stipend in order to encourage interns
to speak at conferences about their accomplishments, or network with
Mentors are encouraged to review the Ada Initiative's training on overcoming impostor syndrome with their mentee if they notice their mentee exhibiting signs of imposter syndrome.
Outreachy internships can be extended for up to five weeks, with written approval from both the intern and mentor. Internship extensions will cause the intern's mid-point and/or final payments to be delayed.
In general, internships are extended at either the mid-point feedback time, or at the end of the internship. Internships are typically extended in the case of exceptional situations, like if an intern had to miss more than two weeks of internship time or did not put in consistent 40 hours a week effort through a part of an internship. Please contact Outreachy organizers and your community coordinator(s) as soon as possible if you think an extension might be necessary.
In rare cases, an
Outreachy internship may start late. If an Outreachy intern needs to
have a delayed start, both mentor and intern should contact
the Outreachy organizers. Outreachy does not have the capacity at this
time to handle internships starting sooner. Interns are welcome to get a
head start on their internship, but Outreachy cannot shift payment
Outreachy mentors will be asked to review intern's progress at three times during the internship. Interns payments will be delayed if mentors do not send in feedback before the deadlines outlined on their dashboard.
Initial feedback happens during the second week of the internship. Mentors evaluate whether their intern has been integrating with the free software community, responding to mentor communications, and spending a full-time (40 hours a week) effort in getting up to speed on their project.
Midpoint feedback happens during the eighth week of the internship. Mentors evaluate whether their intern has been putting in a full-time (40 hours a week) effort, and making good progress on their project.
Final feedback happens the week the internship ends. Mentors again evaluate whether their intern has been putting in a full-time effort and has made good progress on their project.
When reviewing intern progress, mentors should be aware that Outreachy internships are viewed 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.
If a intern is not putting in a full-time effort, there are several steps mentors can take to help the situation: