DRAFT DRAFT DRAFT

Apache Incubator Mentor

...

Onboarding

...

1. Introduction

1.1 Purpose of This Guide

Welcome to the Apache Incubator mentoring team! Thank you for supporting new projects. This guide orients will orient you to your role, shares share key resources, and helps help you support your podlings confidently and sustainably.

...

2. Welcome from the Incubator PMC

Thank you for wanting to mentor considering mentoring an ASF project! The Incubator PMC values appreciates your commitment dedication to guiding new projects on their journey path to becoming top-level Apache projects. Your role is critical in nurturing healthy communities and helping podlings embrace The Apache Way. We encourage you to reach out with any questions or challenges. Together, we build Apache’s future.

...

Mentors must be Incubator PMC members to ensure they understand ASF policies and can participate in formal voting, which is critical to podling development. Any ASF member can ask to become an IPMC member.

3.2 Primary Responsibilities

...

• Learn and live The Apache Way—values like transparency, meritocracy, and collaboration.
• Follow ASF policies on governance, licensing, and releases.
• Encourage a welcoming, active, and sustainable community.
• Assist in creating clear and thoughtful podling reports.
• Ensure reports are submitted on - time and sign - off on reports.
• Participate in release and graduation votes as part of the Incubator PMC.
• Maintain a presence in mailing lists—answer questions and address issues early.

...

• Subscribe to podling’s dev@ and private@ mailing lists.
• Introduce Please introduce yourself on the dev@ list, explaining your role and how to reach contact you.
• Help the podling complete any outstanding setup tasks.
• Encourage open, transparent discussions on mailing lists.

...

• Using GitHub or private channels instead of mailing lists for decisions.
• Private, off-list decisions reducing reduce transparency.
• Slow adoption of ASF infrastructure, like mailing lists and issue trackers.
• Overdependence on a single company or individual.
• Misuse of ASF trademarks.
• Lack of contributor onboarding or community growth.
• Misunderstanding of ASF governance or The Apache Way.
• Missing or unclear documentation that blocks new contributors.
• Delays or gaps in reporting.
• Use of non-compliant licenses or dependencies.

...

Mentors support and guide, but do not:

• Control or direct podling decisions — communities govern themselves following The Apache Way.
• Act as project managers or primary contributors.
• Make unilateral governance or policy decisions.
• Replace the Incubator PMC or ASF officers.
• Handle all conflicts alone independently — escalate serious issues appropriatelyas needed.
• Keep key discussions or decisions private — always promote transparency.
• Speak on behalf of the podling — the community should represent itself.
• Override community consensus — mentors advise, not dictate.

...

4.4 Encouraging Healthy Decision-Making

Guide podlings to make in making decisions openly on the mailing list using through community consensus. Promote a lazy consensus for routine matters and reserve formal votes for key actions like , such as releases or adding committers/PPMC members.

...

• Listen carefully before advising.
• Empower podlings to lead collaboratively, avoiding micromanagement.
• Teach The the Apache Way and explain why the rationale behind its policies and processes exist.
• Encourage transparency in all discussions, reinforce the use of the mailing list use , and promote open decision-making.
• Promote inclusivity and respect—model respect, model welcoming, constructive communication.
• Provide timely feedback — , especially on reports and releases.
• Support independence — , step back as the podling becomes self-sustaining.
• Be patient and persistent — incubation .  Incubation can take time.

...

7. FAQ for Mentors

...

Q: How can I help podlings attract and retain new contributors?
A: Encourage clear documentation, welcoming communication, and inclusive community practices. Highlight opportunities for new contributors to get involved early and ways for teh thr the podling to promote itself.

...

Q: How should I handle late or missing reports?
A: Reach out to the podling promptly to understand the causes and offer assistance. Escalate to the Incubator PMC if reports continue to remain overdue or incomplete.

...

8. Reviewing Podling Reports

Podling Podlings reports keep the Incubator PMC and ASF Board informed about the project's status and health.

8.1 A Good Report Should:

• Be clear, concise, and well-organized.
• Summarize milestones, releases, and community activity.
• Provide an honest health assessment, including risks or blockers.
• Report governance updates and community dynamics.
• Outline plans, priorities, and needed support.
• Demonstrate policy compliance.
• Explain relevant metrics with context, not rather than just presenting raw data.
• Reflect progress toward graduation readiness.
• Be understandable to readers unfamiliar with the project

...

• Building a sustainable, active community with steady growth and diverse contributors.
• Maintaining transparent, meritocratic governance following The Apache Way.
• Fully adopting ASF infrastructure and complying with ASF the ASFs policies.
• Delivering successful releases under ASF licensing requirements.
• Growing the PPMC and increasing the number of project committers.
• Respecting ASF trademarks and branding guidelines.
• Completing the Incubator graduation vote successfully.

...

• Be clear and concise; avoid unexplained jargon.
• Be patient and respectful of diverse backgrounds.
• Encourage open, public mailing list discussions.
• Use inclusive language.
• Be mindful of time zones and the nature of asynchronous communication.
• Listen actively and acknowledge contributions.
• Encourage questions and feedback.
• Model The Apache Way in interactions.
• Handle conflicts calmly; escalate if needed.
• Use multiple channels wisely, complementing mailing lists.

...

13. Resources for Mentors

...

Mentors must maintain impartiality and transparency.

• Disclosure: Openly Clearly disclose any potential conflicts to the Incubator PMC and the podling community.
• Avoidance: Avoid situations impairing Refrain from situations that may compromise impartiality.
• Recusal: Recuse yourself from related discussions or votes.

If you are unsure, please consult the Incubator PMC.

...