Skip to Main Content
ApacheCon 2021 Coming Soon! The Apache Software Foundation
Apache 20th Anniversary Logo

Community-led development "The Apache Way"

Apache Support Logo

This was extracted (@ 2022-06-15 15:10) from a list of minutes which have been approved by the Board.
Please Note The Board typically approves the minutes of the previous meeting at the beginning of every Board meeting; therefore, the list below does not normally contain details from the minutes of the most recent Board meeting.

Meeting times vary, the exact schedule is available to ASF Members and Officers, search for "calendar" in the Foundation's private index page (svn:foundation/private-index.html).

Diversity and Inclusion

18 May 2022

## Description:
- The Diversity and Inclusion VP works in collaboration with a team that contributes towards generating a current description of the D&I landscape in the industry and for the foundation. The team also focuses on developing resources the projects can leverage to increase diversity and inclusion in their communities.
## Issues:
## Activity:
*** Project: Internships for underrepresented groups (Outreachy) ***
We got 2 interns approved, one inter per project. The announcement of the selected interns will be done on May 20th. [1]
The projects are: Improve Camel K API and Examples and Improve Camel K operator scalability.
The "May to August 2022"  round will start with on May 30th.
*** Project: User Experience Research on new contributors ***
The community has provided feedback on the content of the survey [2]. We have closed the feedback period and included/addressed all the recommendations done.
The VP. of privacy, Christian Grobmeier, has assessed the survey tool from data privacy perspective and gave the GTG (good to go) to the tool. We are currently reviewing the GDPR checks completion and will start porting the survey content to the tool during the next days.
Bitergia is going to provided a new mockup of the dashboard that will be used as improvement method, we will review it in the next round.
*** Operations
Addressed emails related to our name "Apache".
Received new follow up emails about concerns caused by a potential misconduct or misbehaviour of an Apache member/contributor involving the topic of Russia and Ukraine. I will review them in the next days.
## Committee members' changes:
no news.
## References
[1] https://www.outreachy.org/communities/cfp/apache/
[2] https://docs.google.com/document/d/1s0TVBFf-KvOTl3IejI2FFOOTdkugZlX_ptnN6YWMFN0/edit?usp=sharing

20 Apr 2022

## Description:
- The Diversity and Inclusion VP works in collaboration with a team that contributes towards generating a current description of the D&I landscape in the industry and for the foundation. The team also focuses on developing resources the projects can leverage to increase diversity and inclusion in their communities.
## Issues:
## Activity:
*** Project: Internships for underrepresented groups (Outreachy) ***
We got sponsorship support and currently  we are participating in the round "May to August 2022"  with 2 projects listed [1].
Projects: Improve Camel K API and Examples and Improve Camel K operator scalability.
We have received multiple contributions for both projects. The deadline for contribution submission is April 22, 2022 at 4pm UTC.
*** Project: User Experience Research on new contributors ***
The content of the survey has been shared with the community [2]. We have opened a feedback period, EOD of April 27th.
We are working with the  VP. of privacy, Christian Grobmeier, on the survey tool.
Bitergia has provided a mockup of the dashboard that will be used as improvement method, we rare reviewing it and it will be shared shortly with Apache Beam.
*** Operations
I received multiple emails related to our name "Apache". I reached out for guidance.
Received some emails about concerns caused by a potential misconduct or misbehaviour of an Apache member/contributor involving the topic of Russia and Ukraine. I will review them in the next days to verify the content and context.
## Committee members' changes:
no news.
## References
[1] https://www.outreachy.org/apply/project-selection/
[2]  https://docs.google.com/document/d/1s0TVBFf-KvOTl3IejI2FFOOTdkugZlX_ptnN6YWMFN0/edit?usp=sharing

16 Mar 2022

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 that contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.
## Issues:
## Activity:
*** Project: Internships for underrepresented groups (Outreachy) ***
   On March 4th, we concluded the round "December 2021 to March 2022"
   [1]. We finalized the round with 5 projects and 5 interns, one
   intern per project. We applied to participate in the round "May to
   August 2022" [2]. However, we didn't find sponsorships to move
   forward with the program. March 23rd at 4pm UTC is the deadline
   for Apache mentors to submit their Outreachy projects. We need
   budget for at least one project to join the program otherwise we
   would not be able to join during this round [3].
*** Project: User Experience Research on new contributors ***
   Kick-off meeting with Bitergia. We started working on the
   preliminary review of the survey. This stable version will be open
   to discussion with the D&I working group for the final version. We
   started a discussion with Apache Beam for their feedback and
   contribution on the improvement-implementation action.
*** Operations no updates.
## Committee members' changes:
We have a new contributor working on the User Experience Research on
new contributors project.
## References
[1] https://www.outreachy.org/outreachy-december-2021-internship-round/
[2] https://www.outreachy.org/blog/2022-01-10/may-2022-call-for-mentoring-communities/
[3] https://www.outreachy.org/sponsor/

16 Feb 2022

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 that contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.
## Issues:
## Activity:
*** Project: Internships for underrepresented groups (Outreachy) ***
   We entered week 11 of the round "December 2021 to March 2022" [1].
   We will finalize the current round in 3 weeks. New round: "May to
   August 2022" is opened [2]. We worked with marketing and
   publicity, sponsor relations, and fundraising on the message to
   call for mentors and for sponsors. After the final approval, Sally
   will share the messages via the corresponding MLs. Thank you so
   much, Bob Paulin, Joe Brockmeier, Sally Khudairi for your active
   contribution in designing these communications. We should receive
   at least one sponsorship before February 25, 2022, at 4pm UTC, to
   be able to participate in the program. If you are interested in
   the program, check out your inbox; you should receive an email
   soon. You can start with this page [3].
*** Project: User Experience Research on new contributors *** We had
   extensive discussions about the Bitergia-contract with marketing
   and publicity, legal, and fundraising. I sent the final version of
   the contract, including the recommended changes, to the rest of
   the team for their approval. Once it is approved it will be signed
   and sent to Bitergia. Content of the project: The Apache Software
   Foundation (ASF) will program manage and analyze the status of
   Diversity & Inclusion within the Foundation and its community of
   users, members, and committers. The two main tasks are to (i)
   re-run the contributor survey with minor changes, and (ii)
   implement an improvement and learn from it using scientific
   methods. The project plan has been started.
*** Project: EDI Website No updates - no volunteers [4]
*** Operations no updates.
## Committee members changes:
No new members.
## References
[1] https://www.outreachy.org/outreachy-december-2021-internship-round/
[2] https://www.outreachy.org/blog/2022-01-10/may-2022-call-for-mentoring-communities/
[3] https://www.outreachy.org/sponsor/
[4] https://issues.apache.org/jira/browse/DI-11

19 Jan 2022

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 that contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.

## Issues:
Unclear process for contract review and approval for D&I projects:
after signing the "Google Project Sponsorship Agreement" with Google,
for the project User Experience Research on new contributors, we had
to make a second review with Fundraising and Marketing which should've
been done at an earlier stage. The issue was addressed and we
initiated extensive discussions during November and December with
Google to include Fundraising and Marketing considerations. Thank you
so much to Bob Paulin, Joe Brockmeier, Aizhamal Nurmamat Kyzy, Edd
Wilder-James, and everyone that contributed to the review of the
contract, the amendment, and the successful submission of the
amendment. We received on January 18th, confirmation of the successful
completion of the contract.

## Activity:
*** Project: Internships for underrepresented groups (Outreachy) ***
   We entered week 7 of the round "December 2021 to March 2022". We
   have 5 ongoing projects with 5 different interns, one per project.
   Progressing as expected. [1] Round "May to August 2022" is opened
   [2]. Community applications should be submitted before February
   25, 2022, at 4pm UTC. We have one month to look for new funds for
   this round. Anyone interested in the project please reach out. You
   will find a generic presentation about Outreachy here [3].
*** Project: User Experience Research on new contributors *** Google
   Project Sponsorship Agreement was signed with Google on October
   27th, 2021. The contract was amended on January 18th, 2022. Google
   has provided funding of 145K USD for our research project. Content
   of the project: The Apache Software Foundation (ASF) will program
   manage and analyze the status of Diversity & Inclusion within the
   Foundation and its community of users, members, and committers.
   The two main tasks are to (i) re-run the contributor survey with
   minor changes, and (ii) implement an improvement and learn from it
   using scientific methods. To execute the project, we will work
   with Bitergia. I shared the contract with Fundraising, treasurer,
   Joe, Sally, and Bob on December 13th, 2021, for their review and
   feedback. I am sending a reminder on January 18th with additional
   information. I will work with Matt Sicker on the documentation
   repository for the project, we have scheduled a meeting on January
   19.
*** Project: EDI Website No updates - no volunteers [4]
*** Operations no updates.

## Committee members changes:
No new members.

## References
[1] https://www.outreachy.org/outreachy-december-2021-internship-round/
[2] https://www.outreachy.org/blog/2022-01-10/may-2022-call-for-mentoring-communities/
[3] https://cwiki.apache.org/confluence/display/EDI/Outreachy+program+sponsorship
[4] https://issues.apache.org/jira/browse/DI-11

15 Dec 2021

A report was expected, but not received

17 Nov 2021

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 that contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.

## Issues:
None

## Activity:

### Project: Internships for underrepresented groups (Outreachy)

* We continue on the round "December 2021 to March 2022". We finalized
 the project list period, on October 15th, with 5 projects submitted
 by different members/contributors of the community. The projects
 are:
 - 2021 December to 2022 March round - Apache - Add Open-Telemetry
   support for Apache Airflow [1]
 - 2021 December to 2022 March round - Apache - Convert Airflow Local
   Development environment (Breeze) from Bash-based to Python-based
   [2]
 - 2021 December to 2022 March round - Apache - Create REST API for
   Apache Gora functions [3]
 - 2021 December to 2022 March round - Apache - Implement distributed
   tracing for Apache ActiveMQ Artemis. [4]
 - 2021 December to 2022 March round - Apache - Rewrite Github Action
   workflows to Python [5]
* Outreachy organizers communicated to us the current status of our
 fundings. We have received funds for 1 intern from Amazon, funds for
 2 interns from Red hat, and funds for 2 interns from Indeed. A big
 thank you to our sponsors for supporting us on this program.
* The contribution period is opened until November 5th, 4 pm UTC. We
 have received some contributions from 2 candidates so far.
* Jarek Poliuk and Elad organized a workshop for Outreachy candidates
 on October 14th. Thank you so much Jarek and Elad for the great
 initiative. The workshop was focused on how the ASF works, how the
 Apache Airflow projects run, environment setup, what it means to
 contribute, how to ask for help, what to expect when it comes to
 response time, expectations, etc. [6]
* 4 Outreachy interns selected for 4 projects. One Outreachy intern
 per project.
* We are working on the selection of a fifth pote total Outreachy
 intern, we are waiting for Outreachy organizer feedback.

### Project: EDI Website
no updates [7]

### Topic: Criteria for inclusive words: CLC (Conscious Language
   Checker)
No updates. [8][9]

### Operations
no updates.

### Project: User Experience Research on new contributors
* Restructure of the report in progress.
* Resuming tasks related to the contract during this week.
* Katia Rojas signed the sponsorship contract with Google. We are
 working on the PO and invoices.

## Committee members changes:
No new members.

## References
[1] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/add-open-telemetry-support-for-apache-airflow/cfp/
[2] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/convert-airflow-local-development-environment-bree/cfp/
[3] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/create-rest-api-for-apache-gora-functions/cfp/
[4] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/implement-distributed-tracing-for-apache-activemq-/cfp/
[5] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/rewrite-github-action-workflows-to-python/cfp/
[6] https://cwiki.apache.org/confluence/display/EDI/Contributing+to+Apache+Airflow+-+Outreachy+2021++?flashId=-1654039174
[7] https://issues.apache.org/jira/browse/DI-11
[8] https://issues.apache.org/jira/browse/DI-38
[9] https://issues.apache.org/jira/browse/DI-39

20 Oct 2021

## Description:

The Diversity and Inclusion VP works in collaboration with a team
that contributes towards generating a current description of the D&I
landscape in the industry and for the foundation. The team also
focuses on developing resources the projects can leverage to increase
diversity and inclusion in their communities.

## Issues:

None

## Activity:

*** Project: Internships for underrepresented groups (Outreachy) ***

We continue working on the round "December 2021 - March 2022". We
finalized the project list period, on October 15th, with 5 projects
submitted by different members/contributors of the community. Big
thank you to all of you that submitted your projects and offered to
be mentors.

The projects are:
2021 December to 2022 March round - Apache - Add Open-Telemetry support for Apache Airflow [1]
2021 December to 2022 March round - Apache - Convert Airflow Local Development environment (Breeze) from Bash-based to Python-based [2]
2021 December to 2022 March round - Apache - Create REST API for Apache Gora functions [3]
2021 December to 2022 March round - Apache - Implement distributed tracing for Apache ActiveMQ Artemis. [4]
2021 December to 2022 March round - Apache - Rewrite Github Action workflows to Python [5]

Outreachy organizers communicated to us the current status of our
fundings. We have received funds for 1 intern from Amazon, funds for
2 interns from Red hat, and funds for 2 interns from Indeed. A big
thank you to our sponsors for supporting us on this program. The
contribution period is opened until November 5th, 4 pm UTC. We have
received some contributions from 2 candidates so far. Jarek Poliuk
and Elad organized a workshop for Outreachy candidates on October
14th. Thank you so much Jarek and Elad for the great initiative. The
workshop was focused on how the ASF works, how the Apache Airflow
projects run, environment setup, what it means to contribute, how to
ask for help, what to expect when it comes to response time,
expectations, etc. See slides here [6]

*** Project: EDI Website
no updates [7]

*** Topic: Criteria for inclusive words: CLC (Conscious Language Checker)
No updates. [8][9]

*** Operations
no updates.

*** Project: User Experience Research on new contributors ***
Restructure of the report in progress.
Resuming tasks related to the contract during this week.

## Committee members changes:

no new members.

## References

[1] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/add-open-telemetry-support-for-apache-airflow/cfp/
[2] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/convert-airflow-local-development-environment-bree/cfp/
[3] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/create-rest-api-for-apache-gora-functions/cfp/
[4] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/implement-distributed-tracing-for-apache-activemq-/cfp/
[5] https://www.outreachy.org/outreachy-december-2021-internship-round/communities/apache/rewrite-github-action-workflows-to-python/cfp/
[6] https://cwiki.apache.org/confluence/display/EDI/Contributing+to+Apache+Airflow+-+Outreachy+2021++?flashId=-1654039174
[7] https://issues.apache.org/jira/browse/DI-11
[8] https://issues.apache.org/jira/browse/DI-38
[9] https://issues.apache.org/jira/browse/DI-39

15 Sep 2021

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 that contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.

## Issues:
None

## Activity:

*** Project: Internships for underrepresented groups (Outreachy) ***
   Round "May 2021 - August 2021" has concluded with good feedback.
   Thank you Justin Ross for contributing to this program as a mentor
   on the project "Implement distributed tracing for Qpid Proton
   C++". [1][2] Round "December 2021 to March 2022" has started [3].
   We made the initial application as a community to get in the
   program and got confirmation for the budget from David Nalley as
   AWS representative. We have a budget for at least one intern,
   until now. Thank you David for helping us with the budget. Thank
   you Jarek Potiuk and Matt Sicker for looking for an additional
   budget on your side as well, every contribution counts! We are
   calling for mentors for the current round. [4] For the current
   round (Dec2021-March2022), we received 2 project proposals from
   the Airflow PMC and possibly a third one coming. Airflow PMC'
   experience with the program has been successful, according to
   Jarek Potiuk's feedback, they had great success with the round a
   couple of years back - with Ephraim - the Outreachy Alumni, who
   just became a PMC Member of Apache Airflow!

*** Project: EDI Website We are asking for help for this project, see
   Jira ticket [5]

*** Topic: Criteria for inclusive words: CLC (Conscious Language
   Checker) Thank you so much Daniel Gruno and Rich Bowen for your
   amazing work and contribution to the Equity, Diversity & Inclusion
   Committee, thank you for your patience and commitment. [6] Many
   topics have been discussed via ML [7] [8]. Thank you to all of you
   that provided feedback, shared good criticism, and made
   recommendations. Some of the topics discussed on the ML are:
   opt-in by default to the project, a list of sample words (with
   context), and sample replacements. Some Jira tickets have been
   opened to address the topics listed above:  [9][10]

*** Project: User Experience Research on new contributors *** The goal
   of this second part of the project is to make actionable
   recommendations for ASF projects to spread the lessons learned. We
   will start with one ASF project (PMC) and one approach for
   improvements. Action items and progress: Approve final Report of
   the Community Survey & Contributor Experience: in progress. Joe
   Brockmeier and Bitergia team are working on final changes. Review
   contract and sign: We are delaying the signature of the contract
   because our representative in Google, Brittany Hermann, has to
   complete her onboarding process before having access to the budget
   for this project. Once, she can allocate the budget, we will
   proceed with the contract.  A possible date to start working on
   this project is January 2022.

*** Operations FY2021: Katia received the information of FY2021.

## Committee members changes:
Dave Fisher has been added to the committers list.

## References
[1] https://www.outreachy.org/outreachy-may-2021-internship-round/
[2] https://www.outreachy.org/outreachy-may-2021-internship-round/communities/apache/implement-distributed-tracing-for-qpid-proton-c/cfp/
[3] https://www.outreachy.org/blog/2021-08-13/december-2021-initial-applications-open/
[4] https://www.outreachy.org/communities/cfp/apache/
[5] https://issues.apache.org/jira/browse/DI-11
[6] https://lists.apache.org/thread.html/r39f4281951a110045b27b655dd5306957eb7150b51f5c4d8c827ff73%40%3Cdev.diversity.apache.org%3E
[7] https://lists.apache.org/thread.html/r97ca487cdb1a1220c86c7f5df6fe010fae5023ac1a42d2299363c9ad%40%3Cdev.diversity.apache.org%3E
[8] https://lists.apache.org/thread.html/r15aa5f521e5095ef9af21a6c6f7871f50e27f6ef248fe41d46b1bfbe%40%3Cdev.diversity.apache.org%3E
[9] https://issues.apache.org/jira/browse/DI-38
[10] https://issues.apache.org/jira/browse/DI-39

18 Aug 2021

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 that contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.
## Issues:
None
## Activity:
*** Project: Internships for underrepresented groups (Outreachy) ***
   Round "May 2021 - August 2021". The internship period is from May
   24, 2021, to August 24, 2021. For this round, we are working with
   one intern. [1][2] and one mentor, Justin Ross, on the project
   "Implement distributed tracing for Qpid Proton C++". Mid-point
   feedback was provided by the mentor on July 5, 2021. There are 2
   weeks remaining on the internship.
*** Project: Website No updates. [3]
*** Topic: Criteria for inclusive words This is Daniel Gruno's
   initiative, CLC (Conscious Language Checker) for Apache projects.
   We would like to encourage you to participate, the VM is up and
   running at https://clc.diversity.apache.org/ and has ASF Oauth
   implemented, so any committer can make use of the service. We
   would like to create a blog post about this project for an
   external audience, we believe this project can be used in places
   outside the PMC. We are receiving help from Joe Brockmeier, Greg
   Stein, and Andrew Wetmore.
*** Operations FY2021: Katia will receive information about the budget
   to make plans for the rest of the FY.
*** Project: User Experience Research on new contributors *** The goal
   of this second part of the project is to make actionable
   recommendations for ASF projects to spread the lessons learned. We
   will start with one ASF project (PMC) and one approach for
   improvements. Action items and progress: Approve final Report of
   the Community Survey & Contributor Experience: Joe Brockmeier is
   helping us with the report and its publication. We will meet
   Bitergia to analyze our strategy in the next weeks. Identify PMC
   that could participate in the second part of the research project
   to test one improvement approach: the potential PMC to start the
   project is Apache Beam, we are opening the discussions with
   Brittany Hermann. Select one improvement approach: no updates.
   Review contract and sign: Katia will sign the contract. We are
   pending for one last discussion with Brittany Hermann from Google
   related to the budget.
## Committee members changes:
None.
## References
[1] https://www.outreachy.org/outreachy-may-2021-internship-round/
[2] https://www.outreachy.org/alums/2021-05/
[3] https://lists.apache.org/thread.html/r0e6d96a887d3d9a1968f6fa68760ab25e2d599fad08aff66459cb75f%40%3Cdev.diversity.apache.org%3E

21 Jul 2021

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 that contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.
## Issues:
None
## Activity:
*** Project: Internships for underrepresented groups (Outreachy) ***
   Round "May 2021 - August 2021". The internship period is from May
   24, 2021, to August 24, 2021. For this round we are working with
   one intern. [1][2] Justin Ross, mentor of the project "Implement
   distributed tracing for Qpid Proton C++" provided good feedback on
   the internship. We initiated discussions about the funding for
   future rounds. [3]
*** Project: Website No updates. The discussion keeps inactive. We
   will consider working with a contractor. If you would like to
   reactivate this discussion and-or contribute to this initiative,
   please see[4]
*** Topic: Criteria for inclusive words Daniel Gruno's initiative, CLC
   (Conscious Language Checker) for Apache projects, is progressing
   and has received positive comments from the community. See [5][6]
   Please, note that the VM is up and running at
   https://clc.diversity.apache.org/ and has ASF Oauth implemented,
   so any committer can make use of the service. We would like to
   encourage you to participate.
*** Operations FY2021: no updates.
*** Project: User Experience Research on new contributors *** First
   meeting with Bitergia. Katia Rojas met Bitergia team and Brittany
   Hermann from Google. We discussed the next steps for the research
   project and reviewed the output of the research [7] The goal of
   this second part of the project is to make actionable
   recommendations for ASF projects to spread the lessons learned. We
   will start with one ASF project (PMC) and one approach for
   improvements.

Action items: Approve final Report of the Community Survey &
Contributor Experience

Identify PMC that could participate in the
second part of the research project to test one improvement approach.
Select one improvement approach. Bitergia has suggested 3. We will
discuss the options with the community and present our decision to
Bitergia to trigger this second part of the project.

Review contract and sign.

## Committee members changes:
None.
## References
[1] https://www.outreachy.org/outreachy-may-2021-internship-round/
[2] https://www.outreachy.org/alums/2021-05/
[3] https://cwiki.apache.org/confluence/display/EDI/2021-07-01+EDI+Meeting+notes
[4] https://lists.apache.org/thread.html/r0e6d96a887d3d9a1968f6fa68760ab25e2d599fad08aff66459cb75f%40%3Cdev.diversity.apache.org%3E
[5] https://lists.apache.org/thread.html/re0826c0eebd597d95c1f55775e41622f50c2aa544bd53be7556d1861%40%3Cdev.diversity.apache.org%3E
[6] https://lists.apache.org/thread.html/ra7e9f608c094d46dd522e5763e5f3107733ab292e72a31491bdff6f2%40%3Cdev.diversity.apache.org%3E
[7] https://docs.google.com/presentation/d/1upFRbHrAyctOM92G1SYnQj3BjXtcipLbeGL03IfQNQQ/edit?usp=sharing

16 Jun 2021

## Description:

- The Diversity and Inclusion VP works in collaboration with a team
 who contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.

## Issues:

None

## Activity:

*** Project: Internships for underrepresented groups (Outreachy) ***

Currently working on the round "May 2021 - August 2021". The
internship period is from May 24, 2021, to August 24, 2021. [1] We are
on week 3 of the internship: progressing as expected. There is one
intern working on one project. The project of the current round is:
Implement distributed tracing for Qpid Proton C++. Justin Ross is the
mentor and he will provide feedback on the ongoing internship.

*** Project: Website

The discussion opened in the mailing list has been inactive for almost
a month [2]. We are not able to find any webmasters to help us
developing or maintaining the technical or design parts of the
website. The next step will be to discuss a possible contractor
involvement.

*** Topic: Criteria for inclusive words

Daniel Gruno asked for lazy consensus for a VM with the purpose of
setting up a CLC (Conscious Language Checker) for Apache projects. The
lazy consensus was obtained and the VM is up and running at
https://clc.diversity.apache.org/ and has ASF Oauth implemented, so
any committer can make use of the service. Daniel has added few
projects to try things out, and according to his feedback, it seems to
work.[3] Next steps: figure out how to communicate this to all
projects in a way that is well-perceived, so they can make use of it?

*** Operations

Onboarding on D&I VP tasks: Katia Rojas had an onboarding meeting with
Gris Cuevas, David Nalley, and Ruth Suehle to onboard her on the new
role of VP and explain tasks and responsibilities. FY2021: no updates.
Bitergia: Katia Rojas was introduced to Bitergia's team to take over
pending project tasks. The next meeting to align with the team will be
set for the end of June.

*** Project: User Experience Research on new contributors ***

No updates.

## Committee members changes:

None.

## References

[1] https://www.outreachy.org/outreachy-may-2021-internship-round/
[2] https://lists.apache.org/thread.html/r0e6d96a887d3d9a1968f6fa68760ab25e2d599fad08aff66459cb75f%40%3Cdev.diversity.apache.org%3E
[3] https://lists.apache.org/thread.html/rda2c8dce55ae25c6a99d96454c633d9df829d0c38f805f7210bccb5d%40%3Cdev.diversity.apache.org%3E

19 May 2021

D&I Board Report 17 May 2021

## Description:
- The Diversity and Inclusion VP works in collaboration with a team
 who contributes towards generating a current description of the D&I
 landscape in the industry and for the foundation. The team also
 focuses on developing resources the projects can leverage to
 increase diversity and inclusion in their communities.

## Issues:
None

## Activity:

*** Project: Internships for underrepresented groups (Outreachy) ***
   The "December 2020 - March 2021" round has concluded successfully
   with 6 interns in total, on 6 different projects. We submitted our
   application for round "May 2021 - August 2021" and got accepted to
   participate in the program. We used the same communication
   channels as before, multiple emails via mailing list and blog post
   [4] We got confirmation of funds for one intern. The new intern
   will work on the project: Implement distributed tracing for Qpid
   Proton C++ [1][2] The internship period is from May 24, 2021, to
   August 24, 2021. [3]

*** Project: website We are calling for webmasters to help us
   developing or maintaining the technical or design parts of the
   website. We are looking for someone who can help us get the site
   in a state where content writers can help contribute. [6]

*** Topic: criteria for inclusive words During May, the community has
   been discussing criteria for inclusive words [5]. This could be a
   potential project we could follow up but we don't have resources
   (people) to work on it.

*** Operations FY2021: no information available on this topic.
   Bitergia: no information available on this project.

*** Project: User Experience Research on new contributors *** no
   information available on this project.

## Committee members changes:
None.

## References
[1] https://www.outreachy.org/outreachy-may-2021-internship-round/communities/apache/implement-distributed-tracing-for-qpid-proton-c/cfp/
[2] https://www.outreachy.org/alums/2021-05/
[3] https://www.outreachy.org/outreachy-may-2021-internship-round/
[4] https://cwiki.apache.org/confluence/pages/viewrecentblogposts.action?key=EDI
[5] https://lists.apache.org/list.html?diversity@apache.org
[6] https://lists.apache.org/list.html?dev@diversity.apache.org

21 Apr 2021

A report was expected, but not received

17 Mar 2021

A report was expected, but not received

17 Feb 2021

A report was expected, but not received

20 Jan 2021

## Description:

- The Diversity and Inclusion VP works in collaboration with a team
  who contributes towards generating a current description of the D&I
  landscape in the industry and for the foundation. The team also
  focuses on developing resources the projects can leverage to
  increase diversity and inclusion in their communities.

## Issues:

None
## Activity:

*** Operations

Preparing budget for 2021 FY Finalizing project wrap up with Bitergia
*** Project: User Experience Research on new contributors ***

Final report is underway Wrote and submitted an academic paper for
CSCW (Computer-Supported Cooperative Work and Social Computing)[1].
CSCW is the premier venue for research in the design and use of
technologies that affect groups, organizations, communities, and
networks. Bringing together top researchers and practitioners, CSCW
explores the technical, social, material, and theoretical challenges
of designing technology to support collaborative work and life
activities. The conference accepts novel, innovative and original work
and typically has a 20-25% acceptance rate – which means it’s a very
competitive conference.  The conference had 900 participants in 2020.
We have submitted our work for CSCW 2021 and we will know about how
our paper did in April 2021, when we receive the review comments. We
hopefully get an Accept or a Major Revision. This will make the
research validated by a cross functional team of academics, helping us
complete our first short term goal of providing scientific validates
data on the state of D&I in the foundation.


*** Project: Internships for underrepresented groups (Outreachy) ***

 6 interns on 6 different projects. All projects proceeding as
 normal.  You can check the working group notes here [2]
## Committee members changes:

None.

## References

[1] https://cscw.acm.org/2020/

[2]https://cwiki.apache.org/confluence/display/EDI/Outreachy+Working+Group+-+Meeting+notes

16 Dec 2020

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:
None

## Activity:
*** Operations: Last invoice of research project is expected in early January.
   We're on track for the allocated budget.

*** Project: User Experience Research on new contributors: Final Research
   validation done on the dev@d.a.o mailing list All operations for this
   project have wrapped up, only remaining items is the production of the
   final report

*** Project: Internships for underrepresented groups (Outreachy): 6 interns on
   6 different projects. All of them in their 3 week of the contribution. You
   can find more about the interns in the Outreachy working group meeting
   notes [1].

## Committee members changes:
None.

## References
[1] 2020-11-25 Outreachy Meeting notes

18 Nov 2020

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who contributes towards generating a current description of the D&I landscape in the industry and for the foundation. The team also focuses on developing resources the projects can leverage to increase diversity and inclusion in their communities.

## Issues:

None
## Activity:

*** Operations
No update.

*** Project: User Experience Research on new contributors ***
- Research has ended, meetings with interview participants to corroborate findings and recommendations underway
- Report under way, ETA for final delivery End of November

*** Project: Internships for underrepresented groups (Outreachy) ***
- Contribution period underway for active projects, tracker here [1]

## Committee members changes:
None.

## References

[1] 2020-09-30 Outreachy Meeting notes

21 Oct 2020

Contributors  Gris Cuevas

Katia Rojas
## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:

None
## Activity:

*** Operations
Presented the State of D&I  at ApacheCon at Home slides available here [1]

*** Project: User Experience Research on new contributors ***
- Survey and User Experience research is complete
- Quantitative analysis is
underway for the following projects: Airflow, Beam, Cassandra, CouchDB, Flink,
Hadoop, HTTPD, Lucene, NetBeans, OpenOffice, Spark and Tomcat
- ETA to finish analysis is October 2020 Reports and close out are due end of November
- Reports will be published in academic forums, this has been already approved
by Sally

*** Project: Internships for underrepresented groups (Outreachy) ***

- 9 Approved projects for the Dec-Mar period: 2020 December to 2021 March round:
2020 December to 2021 March round - Apache - Add a datastore for Elasticsearch in Apache Gora
2020 December to 2021 March round - Apache - Add a datastore for Neo4j in Apache Gora
2020 December to 2021 March round - Apache - Create ActiveMQ publisher plugin for Apache APISIX
2020 December to 2021 March round - Apache - Create Pulsar publisher plugin for Apache APISIX
2020 December to 2021 March round - Apache - Create RabbitMQ publisher plugin for Apache APISIX
2020 December to 2021 March round - Apache - Extend Backend API to Query all up and downstream dependencies of the task - Apache Dolphinscheduler
2020 December to 2021 March round - Apache - Extend multiple sql statement query for SQL task - Apache Dolphinscheduler
2020 December to 2021 March round - Apache - Implement TsFile with C++ for Apache IoTDB
2020 December to 2021 March round - Apache - Support complex data type in Apache IoTDB
- Contribution period started on October 5,
2020
- The Outreachy admins created a table to track mentors [2]


## Committee members changes:

None.

## References

[1] https://cwiki.apache.org/confluence/display/EDI/ApacheCon+2020+Slides

[2] https://cwiki.apache.org/confluence/display/EDI/Mentors

16 Sep 2020

D&I Report

Contributors  Gris Cuevas & Katia Rojas

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:
None

## Activity:

*** Project:  Survey***

- This project is now complete.

*** Project: User Experience Research on new contributors ***

- Interviews: We had 19 interviews from the different interest groups to
 expand on the research. This part is complete.
- Analysis of interview data in progress
- Quantitative analysis: Notice to the 12 selected PMCs went out, no concerns
 so far.
- Researcher requested approval from V.P. of PR for publication of research
 results, approval was granted.
- Next Steps: Finalize interview and quantitative analysis, write final report
 and the team is working on a paper to be submitted to the IEEE with research
 results.

*** Project: Internships for underrepresented groups (Outreachy) ***

Second cohort of Outreachy finished. Submit proposals and apply to be a
mentor: https://www.outreachy.org/communities/cfp/apache/ Funding for at least
6 interns secured Timeline: Aug. 31, 2020, 4 p.m. UTC - #OutreachyChat on
Twitter to promote projects to applicants Sept. 17, 2020 - last day for
communities to sign up Sept. 24, 2020 - last day for mentors to submit
projects Oct. 1, 2020 - contribution period opens Oct. 31, 2020 at 4pm UTC -
contribution period closes Nov. 23, 2020 - interns announced Dec. 1, 2020 to
March 2, 2021 - internship

Full notes of working group here [1]

## Committee members changes:

None.

##References
[1] https://cwiki.apache.org/confluence/display/EDI/Outreachy+Working+Group+-+Meeting+notes

19 Aug 2020

Contributors
Gris Cuevas
Katia Rojas
Daniel Izquierdo

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:
None

## Activity:

*** Project:  Survey***
- survey final readout video already uploaded to the ASF YouTube channel [1]
- the team is working on a paper to be submitted to the IEEE about the
 research methodology used in this project


*** Project: User Experience Research on new contributors ***
- advances with the interviews, but still not all of them available, need to
 do a final round of referrals, otherwise will limit the number of
 interviews.


*** Project: Internships for underrepresented groups (Outreachy) ***
The progress of the current round (May-Aug 2020) goes as expected, feedback is
positive.  The current round ends on August 18th. We prepared the friction log
form and we will send it to mentors and interns on the 19th of August.  The
next round starts in late August. We are promoting the program and calling for
mentors for the upcoming round. See diversity-dev mailing list archives
(Outreachy Program: your chance to support your projects with internships) [1]

We updated the information regarding the Outreachy program to make it more
accessible to mentors.  To maintain flexibility in our schedules and provide
better details on our operations we reduced our weekly sync meetings to
bi-weekly synchronous meetings and asynchronous communications for no
sensitive topics on the mailing list.

*** Operations ***
## Committee members changes:
None.

## References
[1] https://www.youtube.com/watch?v=4Mr1CRtKqUI&t=31s
[2] http://mail-archives.apache.org/mod_mbox/diversity-dev/202007.mbox/%3cCACmp6krKdtec-O12NweN5KM5nWhTWs_YhrR38tbxdPK1KWzc3g@mail.gmail.com%3e

15 Jul 2020

A report was expected, but not received

17 Jun 2020

Date
18 May 2020

Contributors:
Gris Cuevas
Katia Rojas

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contribute towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:

None
## Activity:

*** Project:  Survey***

Preparing presentation to share final findings from survey, if you're
interested in attending live follow this thread [1] Will work on documenting
survey process and how to re-apply it, thinking of doing it every 2 years

*** Project: User Experience Research on new contributors ***

We have narrowed down the list of projects we'll continue to evaluate with a
quantitative analysis. Talking to privacy@ about best way to analyze project
data. Interview questions have been finalized by Bitergia. Recruiting for
interviews is moving along; we're reaching out to folks who indicated
interest in participating through the survey. Bitergia will share an invite
to extend the opportunity to be interviewed to folks who left an ASF project,
we're looking to have referrals from PMCs.

*** Project: Internships for underrepresented groups (Outreachy) ***

Don't forget to read the notes from the weekly working meetings; they are in
the D&I Wiki[2] and shared via the mailing list. Google donated $52k to
continue with the ASF internships next year. Still pending discussion items:
how to continue program funding and finalization of friction logs from
previous intern. Our four interns started the internship on May 19th.
Internships period: May 19th, 2020, to August 18th, 2020. Feedback received
from all interns after following up regarding communication channels to use
to contact mentors and contribute to their projects. The feedback was good
and we also sent them an invitation to the Slack channel. Feedback received
from all mentors after following up regarding the first weeks of internship.
The feedback was good so far. We provided feedback to Airflow about ensuring
their interns have tasks to work on while they untangle their technical
decision preventing progress on the main project. We had a discussion in the
mailing list [3] about how to improve the way we are promoting the Outreachy
program and the problems we are facing now. Finished Report friction log and
feedback: the report includes the feedback of mentors, interns, and
coordinators.

*** Operations ***

Google sponsored $52k to continue supporting the Outreachy internships
through the next two rounds.

## Committee members changes:

None.

## References

[1] https://lists.apache.org/thread.html/r2279bb0ce7149a3b6f01320306fcc2263c27789ce3d057f89d8ab257%40%3Cdev.diversity.apache.org%3E

[2] Outreachy Working Group - Meeting notes

[3] https://lists.apache.org/list.html?dev@diversity.apache.org

20 May 2020

## Description:
The Diversity and Inclusion VP works in collaboration with a team who
contributes towards generating a current description of the D&I landscape in
the industry and for the foundation. The team also focuses on developing
resources the projects can leverage to increase diversity and inclusion in
their communities.

## Issues:
None

## Activity:
*** Project:  Survey***
- Final analysis is concluded.
- We are working on organizing 1h presentation to share findings.

*** Project: User Experience Research on new contributors ***
- We have narrowed down the list of projects we'll continue to evaluate with a
 quantitative analysis.
- V.P. of D&I needs to engage with V.P. of Data Privacy to discuss action
 plan.
- Interview work is on hold.

*** Project: Internships for underrepresented groups (Outreachy) ***
- Don't forget to read the notes from the weekly working meetings, they are in
 the D&I Wiki[1] and shared via the mailing list.
- Four interns selected so far. Two interns per project: a) Extend & Improve
 Apache Airflow REST API b) Improve Apache Camel website
- Still pending discussion items: how to continue program funding and
 finalization of friction logs from previous intern.

*** Operations ***
No updates.

## Committee members changes:
None.

## References
[1] Outreachy Working Group - Meeting notes

15 Apr 2020

Contributors Gris Cuevas

Katia Rojas

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:
None

## Activity:

*** Project:  Survey***

- Preliminary results have been reviewed.
- Bitergia is preparing a slide presentation with the summary
of gathered information and insights.
- Bitergia will host a 1h debrief about the survey which will be recorded
and shared in the diversity mailing list.

*** Project: User Experience Research on new contributors ***
- The under represented groups of interest have been identified.
- These are the groups the interviews will be focused on to expand the research.
- Bitergia is drafting the invite for volunteers to be
interviewed
- The purpose of these interviews is to deep-dive into topics of
interest identified in the survey.
- The survey debrief session will also serve as an introduction
to the questions from the interviews

*** Project: Internships for underrepresented groups (Outreachy) ***

- Don't forget to read the notes from the weekly working meetings, they are in
the D&I Wiki[1] and shared via the mailing list.
- The team is following up with the mentor and mentee from the previous round
to clarify the friction logs,they were also asked if sharing insights publicly was ok.
- The mentor and mentee would be invited to the interviews derived from the survey
- The second round of contributions has started, we have had 22 contributions for 3
projects
- We're expecting to have 5 interns in this new round, a 5x growth from
the previous round
- The V.P. of D&I will record an interview w/ Katia and Matt,
coordinators of the Outreachy program. This interview will be focused on
what's worked and what can be improved, as well as highlights.
- The coordinators continue to expand the Outreachy FAQs
- From Gris: We should discuss how to continue the program after funds run out

*** Operations ***
No updates.

## Health report:

The dev@ and diversity@ mailing lists continue to be slow, not too much
activity outside the work done for each ongoing project. The discussions have
been focused on topics that pertain to the projects we are running.

## Committee members changes:
None.

## References
[1] Outreachy Working Group - Meeting notes

18 Mar 2020

[Outreachy activity report missing, will update once it's in]

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:

None
## Activity:

*** Project:  Survey revamp***

Work on the report was completely paused this month due to V.P.'s bandwidth,
looking to resume next week.
*** Project: User Experience Research on new contributors ***

Work was completely paused this month due to V.P.'s bandwidth, looking to
resume next week.

*** Project: Internships for underrepresented groups (Outreachy) ***

There's 1 new edit on your page

page icon Diversity & Inclusion - Board Reports

Katia Rojas edited this page Here's what changed:
...

*** Project: Internships for underrepresented groups (Outreachy) ***

The first Outreachy program round has been concluded.
The friction log has been sent to the intern and two co-mentors.

We set a reminder to get the friction log from intern and mentors.

Friction log templates have been filled up by mentors and mentee. We are going
to analyze the information of the friction log to improve the current process
and experience in the Outreachy program.

We've got 3 projects for the second round of the Outreachy program: May-August 2020:
- Extend & Improve Apache Airflow REST API 2020 May to 2020 August round -
- Improve Apache Camel website 2020 May to 2020 August round
- Improve the UI of Apache Airflow 2.0

Contribution period is open: March 5,2020 to April 7, 2020
We are working to create a FAQ page for the Outreachy program. [2]

## Health report:

The dev@ and diversity@ mailing lists continue to be slow, not too much
activity outside the work done for each ongoing project. The discussions have
been focused on topics that pertain to the projects we are running.


## Committee members changes:

None.

## References
[1] https://www.outreachy.org/communities/cfp/apache/
[2] Outreachy FAQ

19 Feb 2020

Contributors Gris Cuevas

Katia Rojas

Georg Link
## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:

None
## Activity:

*** Project:  Survey revamp***

The survey application was wrapped up with 622 completed responses and we are
moving into survey analysis. We are focusing on moving the next sections of
the project along, these are: contributor experience interviews and community
metrics analysis.


*** Project: User Experience Research on new contributors ***

No status change here, so same information as previous report applies:

We have reviewed preliminary answers from the survey to draft interview
questions. The main focus for now is to write follow up questions to validate
early hypothesis, main topics gravitate around type of contributions,
demographic background specially spoken language, and challenges experienced
by newer members. We need to find at least 20 people we can interview with the
questions from this User Experience research. See the operations section below
to see how we're planning to do this.


*** Project: Internships for underrepresented groups (Outreachy) ***

First-round Outreachy program dec-march: Mentors and Outreachy intern are
getting assignments. The feedback provided is positive. The next steps for the
training toolkit are open to discussion in the mailing list dev@. See page [1]
We change the date of our weekly meeting to Mondays at 20h (UTC). [2] Second
round Outreachy program: Apache has been successfully accepted to participate
in the next round of the Outreachy program May-August 2020. [3] Sponsors: we
got fundings for 8 interns approximately. We started "calling for mentors"
with the help of PR, Sally. We also set up a reminder for this message. We
discussed alternative channels to promote the program and attract
mentors/interns such as meetups and talks in local universities. We made the
first contact. [4] We updated the blog. One page for the message "calling for
mentors" and a second page to update the instructions to become a mentor and
submit a project. [5] We are monitoring PMC mailing lists to see if projects
are getting developed. There are some potential mentors showing their interest
and asking for guidance. We are contacting mentors to see if they would like
to continue in the second round.
*** Operations ***

2021 Budget request was originally going to be $0, now we are considering
request a small amount around ~$15k for survey and community data analysis
next year to compare improvements.


## Health report:

The dev@ and diversity@ mailing lists continue to be slow, not too much
activity outside the work done for each ongoing project. The discussions have
been focused on topics that pertain to the projects we are running.


## Committee members changes:

None.

## References

[1]https://cwiki.apache.org/confluence/display/EDI/Getting+Started+At+Apache

[2]https://cwiki.apache.org/confluence/display/EDI/2020-01-13+Outreachy+Meeting+notes

[3]https://www.outreachy.org/december-2019-to-march-2020-internship-round/communities/apache/

[4]https://cwiki.apache.org/confluence/display/EDI/2020-01-27+Outreachy+Meeting+notes

[5]https://cwiki.apache.org/confluence/pages/viewrecentblogposts.action?key=EDI

15 Jan 2020

Contributors Gris Cuevas Katia Rojas Georg Link

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
  contributes towards generating a current description of the D&I landscape in
  the industry and for the foundation. The team also focuses on developing
  resources the projects can leverage to increase diversity and inclusion in
  their communities.

## Issues:
None

## Activity:

*** Project:  Survey revamp***
- The 2020 ASF Community Survey was launched on Dec 05, 2019 according to it's
  launch plan [ 1 ]
- We are 86 responses away from our original goal of getting at least 700
  people fill the survey.
- We have had so far: 460 responses from unique links and 154 from the open
  link.
- The original survey close date was on January 4th, 2020. We left it open to
  continue receiving answers.
- We plan to do a last promotional push in two venues: at the ASF booth at
  FOSDEM and sending a general reminder to people subscribed to committers@

*Please, promote the survey in your project mailing lists using the message
 shared by Sally in the pmc@ and ppmc@ lists.*

You can find a template to promote the survey with the link to the public
version here [2]

*** Project: User Experience Research on new contributors ***
- We have reviewed preliminary answers from the survey to draft interview
  questions.
- The main focus for now is to write follow up questions to validate early
  hypothesis, main topics gravitate around type of contributions, demographic
  background specially spoken language, and challenges experienced by newer
  members.
- We need to find at least 20 people we can interview with the questions from
  this User Experience research. See the operations section below to see how
  we're planning to do this.


*** Project: Internships for underrepresented groups (Outreachy) ***
- Mentor's reviews have been submitted to Outreachy and are positive. Mentor's
  feedback is positive as well.
- We keep working in the training toolkit to help newcomers: Getting started
  at Apache [3]. We are discussing further actions.
- We keep working on the friction template [4]. We are discussing issues
  related to the scope.
- The next round has been opened, May-August 2020 [5].
- We submitted the community for participation [6].
- We are working with PR on the next call for mentors and projects (May 2020).
- We decided to move our weekly meeting to Mondays at 20H (UTC)

*** Operations ***
- Planning to send an email to committers@ with a reminder about taking the
  survey, email will be general and using the committers@ alias, haven't
  discussed this with Sally yet.
- Need to find 20 people to interview during the User Experience research,
  We're planning to send out a call for participation, also will coordinate w/
  Sally.
- Planning to send an email to members@ with an update on the EDI committee:
  what prompted its formation, our focus so far and long term goals, will
  coordinate w/ Sally.
- Planning to introduce Daniel Izquierdo from Bitergia to Myrle and Sharan who
  will be at the ASF booth in FOSDEM to coordinate an EDI office hours to
  answers questions/discuss the 2020 community survey.


## Health report:

The dev@ and diversity@ mailing lists continue to be slow, not too much
activity outside the work done for each ongoing project. The discussions have
been focused on topics that pertain to the projects we are running.
## Committee members changes:

None.



## References

[1] https://cwiki.apache.org/confluence/display/EDI/Launch+Plan+-+The+2020+ASF+Community+Survey

[2] https://cwiki.apache.org/confluence/display/EDI/Comms+Copy+-+The+2020+ASF+Community+Survey

[3] http://cwiki.apache.org/confluence/display/EDI/Getting+Started+At+Apache

[4]https://docs.google.com/document/d/1Qbhrwfy0jN-Ibq6VV2bJOsDL3H1VAay4PcfNs6CwJdM/edit

[5] https://www.outreachy.org/communities/cfp/

[6] https://www.outreachy.org/communities/cfp/apache/

18 Dec 2019

Contributors Gris Cuevas Katia Rojas Georg Link

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:

The Survey launch plan surfaced the need to work with the V.P. of Data Privacy
Policy to define a scalable long term solution to reach out to people when
applying the ASF community survey.

## Activity:

*** Project:  Survey revamp***

The 2020 ASF Community Survey was launched on Dec 05, 2019 according to it's
launch plan [ 1 ]

We have had so far: 423 responses from unique links and 131 from the open
link.

Survey closes on January 4th, 2020.


Please, promote the survey in your project mailing lists using the message
shared by Sally in the pmc@ and ppmc@ lists.

You can find a template to promote the survey with the link to the public
version here [2]

Further reminders to take the survey won't be sent.

*** Project: UX Research on new contributors ***

We will start preparations to recruit people to interview.

We will also take a look at preliminary answers from the survey to draft
interview questions.

We are still on track to kick this off on time per the reviewed scheduled or
finishing the project on May 2020.

*** Project: Internships for underrepresented groups (Outreachy) ***



*** Operations ***

- We selected our first Outreachy intern and she has accepted the internship
 [3]. The interns selection was announced on the alums page on Nov. 26, 2019
 at 4pm UTC. The project is Migrate Apache Juneau PetStore Sample Application
 To Spring Boot Standalone Application [4]

-  Internship period is from Dec. 3, 2019, to March 3, 2020.

- The first mentor's review has been submitted to Outreachy and it is
 positive. Mentor's feedback about the last two weeks of internship is also
 positive.

- In order to address the problem of attracting applicants to the program we
 are developing a tooling training manual to help newcomers: Getting started
 at Apache [5]

- Friction log: we keep working with the friction log coordinators of the
 Survey Design & Contributor Experience Research project. We updated the
 first template of friction log with feedback provided in the dev@ mailing
 list, thread: First draft of friction log template. See updated draft [6].
 We are waiting for the coordinator's feedback before reopening the
 discussion on the mailing list.

- We keep working on the migration of previous meeting notes to Confluence to
 create a report that includes all action items, to make the process more
 transparent.



## Health report:

The dev@ and diversity@ mailing lists continue to be slow, not too much
activity outside the work done for each ongoing project. The discussions have
been focused on topics that pertain to the projects we are running.
## Committee members changes:

None.



## References

[1] https://cwiki.apache.org/confluence/display/EDI/Launch+Plan+-+The+2020+ASF+Community+Survey

[2] https://cwiki.apache.org/confluence/display/EDI/Comms+Copy+-+The+2020+ASF+Community+Survey

[3] https://www.outreachy.org/alums/

[4]  https://www.outreachy.org/december-2019-to-march-2020-internship-round/communities/apache/#migrate-apache-juneau-petstore-sample-application-

[5] http://cwiki.apache.org/confluence/display/EDI/Getting+Started+At+Apache

[6] https://docs.google.com/document/d/1Qbhrwfy0jN-Ibq6VV2bJOsDL3H1VAay4PcfNs6CwJdM/edit

20 Nov 2019

October 2019 Report
## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape
 in the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:

Two points that are not really issues, but more resetting expectations:

The feedback and decision making process to launch the survey has pushed the
entire project by 2 months since the holidays get on the way of new
deadlines. New Expected time for a full report on EDI analysis is May.

Comms plan for D&I committee is on hold due to bandwidth to work on it and
the survey. Focusing on the survey first.


## Activity:

*** Project:  Survey revamp***

We're in the final review for V1.0 for the survey (see final deck here [1]
There is a vote to finalize best way to send survey [2], current plans are:

1. Use LimeSurvey as the platform for the EDI Survey and share visibly a link
  to their data privacy policy.
2. Upload a list of all apache.org email addresses to LimeSurvey and send
  direct emails to individuals
3. Use a re-usable token for a universal link that we'll use to promote the
  survey in social media

I re-opened the vote and intent to close it on Friday, will assume lazy
consensus.

*** Project: UX Research on new contributors ***

Nothing has happened yet since this part is pending some initial results from
the survey. As soon as we get the survey published, we'll start working on
the questions for the interviews.



*** Project: Internships for underrepresented groups (Outreachy) ***

We are working on the migration of previous meeting notes to Confluence to
create a report that includes all action items, to make the process more
transparent.

The contributions period started on Oct. 1t and ended on Nov. 5th. Two
projects out of three got contributions recorded. 5 contributions recorded in
total. [3]

We encounter some problem while attracting applicants to record
contributions. We think that there could be two reasons for this: the skill
level required in the project is too high, the wording of the project is a
bit intimidating due to the technical language or unclear goals and/or high
system requirements. In order to address this issue, we took the following
action:

setup cheat sheet + more guided or explained tasks. Include this sheet in the
project submission to guide applicants in their initial contributions. we've
seen sometimes there is no time to address all queries/questions from
applicants, therefore we could include this sheet to help them guide
themselves. We opened a conversation to create a "Tooling training for ASF
projects" [4].

we need a more easy-to-start development environment. regarding applicants
with less experience. In this case, it is hard to find a solution other than
committing enough mentor time, which is hard to find. We opened a discussion.

The period for the selection of interns start on Nov. 6th and ended on Nov.
14th. After rating contributions, one intern has been selected. [5] Friction
log: we started working with the coordinators of the friction log of the
Survey Design & Contributor Experience Research project. First draft of the
friction log template has been shared on the mailing list dev@ [6].


*** Operations ***

First payment to Bitergia was approved on the 15th. This payment is for
Milestone 1, total amount $30,000 out of the total $75,000 for the project.



*** Community Highlights ***

New contributors have been collaborating in the EDI projects: Laura Zanella
Arianne Navarro


## Health report:

Mailing list continues to be active with regular emails from the working
groups. A few new members have joined and participated. Some people have been
sharing interesting articles and started good discussions.



## Committee members changes:

None



## References

[1] https://docs.google.com/document/d/1tCQvR1NmR8ds8dqECr0Hs6vheKjouDclBjhZQfMoLlQ/edit

[2] https://lists.apache.org/thread.html/250bf12767efb5a6d433834c489677b9bba3ca5e5d69b06596a38836@%3Cdev.diversity.apache.org%3E

[3] https://www.outreachy.org/december-2019-to-march-2020-internship-round/communities/apache/applicants/

[4] 2019-10-31 Outreachy Meeting notes

[5] https://www.outreachy.org/december-2019-to-march-2020-internship-round/communities/apache/applicants/

[6] http://mail-archives.apache.org/mod_mbox/diversity-dev/201911.mbox/%3cCAN_Ypr3cHMcSgd3t1xH3pzMCBof6B9dK0i2WDFtFJ1Q+P1aQdw@mail.gmail.com%3e

16 Oct 2019

A report was expected, but not received

18 Sep 2019

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:

None

## Activity:

*** Project:  Survey revamp***

- Scoped final agreement to work with Bitergia
- Submitted contract for review to legal-private@

*** Project: UX Research on new contributors ***

- Scoped final agreement to work with Bitergia
- Submitted contract for review to legal-private@

*** Project: Internships for underrepresented groups (Outreachy) ***

Outreachy's goal is to support people from groups underrepresented in the
technology industry. Outreachy interns will work remotely with mentors on
projects ranging from programming, user experience, documentation,
illustration and graphic design, to data science. Outreachy interns will
receive stipends for developing said projects full-time for three months.


- We sent emails calling for mentors. [1]
- We created a blog post announcing Outreachy at ASF and updated it to include
 new information. [2]
- To create a friction log template, we opened a discussion in the dev@
 mailing list and asked the community for their ideas and input regarding
 what a friction log should contain, how could we track these
 characteristics/conditions and their experiences with it. [3]
- We offered a workshop to scope projects and answer questions to potential
 mentors. [4]
- Three projects have been submitted but only two were approved. We are
 waiting for some answers from Outreachy regarding the rejected project. [5]
- Currently we have 4 mentors approved.
- We started to use Confluence meeting notes templates to track our meetings.
 [6]
- We decided to migrate previous meeting minutes to Confluence to create a
 report that includes all action items, to make the process more transparent.

More detailed reports on this work can be found on their update minutes[7].

*** Operations ***

*** Community Highlights ***

1. The V.P. of diversity and inclusion presented the Foundations strategy for
  D&I at ApacheCon during a 50min session at ApacheCon.

2. The Foundation participated at www.ccoss.org, the first open source
  contributor summit in Latin America

3. Board members (Daniel Ruggeri, Myrle Krantz, Joan Touzet) + 3 officers
  (Gris Cuevas, Sharan Foga, Sam Ruby) in attendance Full ASF track delivered
  on Saturday 2019-09-14: https://ccoss.org/schedule/2019-09-14 Lots of
  interest - common theme expressed was "I've never been part of an Apache
  event" and "Latin Americans want to get more involved in the ASF [now]!"

4. Sam Ruby gave a presentation on the Apache Way at the IBM Lab in
  Guadalajara.  The audience was 55 people: 55% male, 45% female, all Latinx.


## Health report:

Update on Diversity & Inclusion mailing lists moderation: No changes from
previous month.

Update on mailing lists status: No updates from previous month.

## Committee members changes:

None


## References

[1]http://mail-archives.apache.org/mod_mbox/diversity-dev/201908.mbox/%3cCA+eZaTaO0t4x_wdFFc-4H9sQfFi4E7opeTE8PXXJP7FFEE8UTg@mail.gmail.com%3e

[2]https://cwiki.apache.org/confluence/pages/viewrecentblogposts.action?key=EDI

[3]http://mail-archives.apache.org/mod_mbox/diversity-dev/201909.mbox/%3cCA+eZaTZsr6XTVQkyYxcEDJ_-si_yJRqP7zwZC_OAYz2+_ASZ=A@mail.gmail.com%3e

[4]http://mail-archives.apache.org/mod_mbox/diversity-dev/201909.mbox/%3cCA+eZaTZmhqZ+EXRmKWoAnid=b6Ue1bwY+tWx+zONWdma6DZ-dQ@mail.gmail.com%3e

[5]https://www.outreachy.org/apply/project-selection/

[6]https://cwiki.apache.org/confluence/display/EDI/Meeting+notes

[7]https://lists.apache.org/thread.html/c415b7e47d3a989b4a510bb5a015fe54890fe7474e2a9fa0c2ad1abf@%3Cdev.diversity.apache.org%3E

21 Aug 2019

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
  contributes towards generating a current description of the D&I landscape in
  the industry and for the foundation. The team also focuses on developing
  resources the projects can leverage to increase diversity and inclusion in
  their communities.

## Issues:

None

## Activity:

*** Project:  Survey revamp***

Vetted 8 potential vendors, got quotes from 3 finalist and decided to move
forward into negotiation of deliverables with one: Bitergia. See JIRAs [1][2]
for complete context on vendor selection.

*** Project: UX Research on new contributors ***

Vetted 3 potential vendors, decided to move forward into negotiation with
Bitergia in a joint project to do the Contributor survey + User Experience
research.

*** Project: Internships for underrepresented groups (Outreachy) ***
    Outreachy's goal is to support people from groups underrepresented in the
    technology industry. Outreachy interns will work remotely with mentors on
    projects ranging from programming, user experience, documentation,
    illustration and graphic design, to data science. Outreachy interns will
    receive stipends for developing said projects full-time for three months.

We registered ASF with Outreachy [6]. Listed the sponsors [7]. We setup
communication tools (Jira, Confluence etc.) for D&I to communicate with each
other and communicate progress of initiatives. Created two project trackers:
“Outreachy Program Setup” to monitor the implementation of the program due to
 the first time collaborating with the Outreachy Program, and “Outreachy
 Internship Tracking” to monitor the schedule and onboarding actions [8]. We
 schedule two calls with Mozilla to get information about the templates: July
 18th and August 6th. We have created Apache labels for Outreachy in JIRA [9].
 We created the outreachy mentors mailing list mentor@diversity.apache.org
[10]. We are working in a blog post  [11]. We will send a call for mentor
 e-mail to the announcements lists on the 17th of August, almost a week ahead
 of the official launch of the initial applications [12].

More detailed reports on this work can be found on their update minutes[3].

*** Operations ***

Nothing to report.

*** Community Highlights ***

We have successfully set up the ASF as an Outreachy community, progress with
this program seems to be going smooth, and it gave a new community member the
opportunity to engage in an important project for the committee.

Discussions to find a vendor for the diagnosis work (survey & research)
started interesting connections with people in the CHAOSS community and
thought leasders in the topic of diversity and inclusion.

## Health report:

Update on Diversity & Inclusion mailing lists moderation: From the events that
occurred last month in the D&I mailing list, 4 components of a strong
moderation practice were outlined:

>Successful moderation requires at least a few things:
>
> 1. a clear, short list of rules people must follow
> 2. reasons provided to the poster on violation
> 3. a stated appeals process
> 4. consistent application of those rules

The committee has brought an initial draft of these guidelines to a Confluence
page[4] and feedback has been provided on an email thread in dev@[5]. Thanks
to everyone who has provided input.

Next steps are: Finalize moderation guidelines and publish them in D&I wiki,
and establish a process for appeals. We’ll work on these two points next.

Update on mailing lists status: We are back to normal cadence and volume. Work
in the three main projects for 2019 has started to show progress and tone and
interaction has re focused on core work.

## Committee members changes:
1 new member added to the committee

References
[1] https://issues.apache.org/jira/projects/DI/issues/DI-9?filter=allopenissues
[2] https://issues.apache.org/jira/projects/DI/issues/DI-10?filter=allopenissues
[3]https://lists.apache.org/thread.html/c415b7e47d3a989b4a510bb5a015fe54890fe7474e2a9fa0c2ad1abf@%3Cdev.diversity.apache.org%3E
[4] https://cwiki.apache.org/confluence/display/EDI/Draft+moderation+guidelines
[5]https://lists.apache.org/thread.html/2cd7f831c869a69644a5c681a2c8ca8d8df31737cfe96ebc2e6f1662@%3Cdev.diversity.apache.org%3E
[6] https://issues.apache.org/jira/browse/DI-17
[7] https://issues.apache.org/jira/browse/DI-18
[8] https://issues.apache.org/jira/browse/DI-22
[9] https://issues.apache.org/jira/browse/DI-20
[10] https://issues.apache.org/jira/browse/DI-21
[11] https://issues.apache.org/jira/browse/DI-19
[12] https://issues.apache.org/jira/browse/DI-26

17 Jul 2019

## Description:

- The Diversity and Inclusion VP works in collaboration with a team who
 contributes towards generating a current description of the D&I landscape in
 the industry and for the foundation. The team also focuses on developing
 resources the projects can leverage to increase diversity and inclusion in
 their communities.

## Issues:
- The mailing list and D&I committee are in need of a set of rules of
 engagement for dialogue and collaboration, the VP of D&I will appoint a
 group of experienced individuals to support the committee on this matter


## Activity:
Moving forward, the D&I committee will report activity by project, referring
to the top projects we proposed to the board each fiscal year. We’ll also add
a section on operations to report on bureaucratic tasks and a section for
community highlights where members can share their own efforts and wins.

*** Project:  Survey revamp***
- Started scope of project in a Google Doc for easy collaboration
- Looking for a contractor to start work, Myrle introduced Gris to a potential
 collaborator
- We need help identifying other vendors

*** Project: UX Research on new contributors ***
- Looking for a contractor to start work, Gris is talking to two agencies on
 the week of July 15th

*** Project: Internships for underrepresented groups (Outreachy) ***
- The VP of D&I hosted a meeting to discuss a path forward to establish a
 relationship with Outreachy, the notes of the meeting were brought back to
 dev@
- We sent a call for a Community Coordinator, an entity similar to the GSoC
 Chair for the ASF
- We’re laying down plans to catch the next round of internships
- Outreachy’s team sent introductions to Gris and D&I members of Mozilla’s
 working groups

*** Operations ***
- We have gotten approved budget to operate in the 2020 fiscal year
- Our GitHub repository is up and running
- We have started conversations with Outreachy to explore ways of
 collaboration on the research about the experience of underrepresented
 individuals who contribute to Apache projects

*** Community Highlights ***
- We’re working on the production of an event in Latin America that aims to
 increase the representation of Latin tech practitioners in Apache projects:
 ccoss.org
- We had 2 corporate sponsors commit funds to D&I projects, IBM for our
 Outreachy engagement and Google for D&I initiatives

## Health report:
- The committee is active, however some conversations haven’t been healthy and
 we are exploring ways to improve the environment, especially in the dev@
 list
- At this point, the V.P. of D&I is concerned the culture and perception of
 the D&I has been damaged due to recent developments, she will work with the
 committee to focus on achieving small wins that can bring credibility and
 positive energy back to the committee

## Committee members changes:
Removed one member from the committee

19 Jun 2019

## Description:

- The Diversity and Inclusion committee is a group of individuals working
 towards generating a current description of the D&I landscape in the
 industry and for the foundation. We are also focused on developing resources
 the projects can leverage to increase diversity and inclusion in their
 communities

## Issues:
- There are discussion around the formation of the committee, the board is
 aware of them and will be address at the board meeting

## Activity:
- The VP position was established in May 2019 and a committee will advise the VP
- We requested infra resources: Jira board, mailing lists, wiki page and web
 landing page
- We started discussions to define our values, mission, vision and goals for
 2019, 2020 and 2025
- We launched a Diversity FAQ section
- We outlined a 2020 budget request to present to the board
- We started threads to share reading materials, talks, etc.
- We started discussions around diversity and inclusion content at ApacheCon

## Health report:
- The committee is healthy, is active, but we could use more input from new
 folks in the community
- We also need to focus on landing more deliverables

## Committee members changes:
- The committee was created with 18 members

## Releases:
- We haven't launched/shipped/delivered anything yet

## Mailing list activity:

 - diversity@apache.org:
   - 399 emails sent by 45 people, divided into 37 topics

 - dev@diversity.apache.org:
   - 44 emails sent by 24 people, divided into 16 topics

 - private@diversity.apache.org:
   - 37 emails sent by 14 people, divided into 14 topics

## JIRA activity:

 - 7 JIRA tickets created in the last month