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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.

New mentors may find it helpful to review the training resources in Section 13 to gain additional confidence before engaging with their first podling.

3.2 Primary Responsibilities

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• 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.

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13. Resources for Mentors

The following references provide essential guidance for mentoring in the Apache Incubator. They cover governance, policies, and best practices for supporting podlings.

• Apache Incubator Website — The main entry point for information about the Incubator, including current podlings, policies, and documentation.

• Incubator General Mailing List — The open list for discussions about incubation, mentoring, and podling progress. A valuable channel for sharing experiences and asking questions.

• Incubator Policy — Defines the formal rules of incubation, including podling requirements, releases, and graduation.

• Mentor Responsibilities — Outlines the expected duties of mentors, including reporting, voting, and community guidance.

• The Apache Incubator Cookbook — Practical, step-by-step advice for podlings and mentors on common tasks and challenges.

• ASF Maturity Model — Framework to evaluate a podling’s readiness for graduation based on community and process maturity.

• The Apache Way — Core ASF philosophy: meritocracy, transparency, open collaboration, and community-driven governance.

• Best Practices for Mentors — Guidance on effective mentoring approaches, with real-world advice for supporting podlings.

• ASF Infrastructure Wiki — Information on mailing lists, version control, issue trackers, and other ASF-provided infrastructure.

• ASF Legal Resources — Policies on licensing, IP clearance, and handling third-party code.

• Distribution Guide — Instructions for properly publishing and distributing releases under ASF rules.

• Assembling License and Notice Files — Requirements and examples for creating compliant LICENSE and NOTICE files.

• ASF 3rd Party Licensing Policy — Clarifies what third-party dependencies may be included in ASF projects and under which conditions.

• Apache Voting Guide — Explains ASF voting processes, including consensus, majority votes, and binding vs. non-binding votes.

• ASF Code of Conduct — Sets expectations for respectful, inclusive behavior across ASF projects.

• Retiring Podlings — Outlines the process for retiring inactive or stalled podlings from the Incubator.

13.1 Training Resources

In addition to the written resources above, the Incubator provides some draft interactive training materials for Mentors and IPMC members. These resources help reinforce best practices and prepare you for mentoring podlings effectively:

• IPMC Mentor Quiz — Knowledge check on mentor responsibilities and ASF processes.

• IPMC Mentor Scenarios — Practical mentoring challenges and decision-making exercises.

• IPMC Incubator Quiz — Knowledge check on Incubator policies, reporting, and processes.

• IPMC Scenarios — Case studies on incubation challenges such as graduation readiness, community health, and governance.

We welcome feedback on this material, especially suggestions for improvements or corrections.

Privacy Notice

These quizzes are hosted on a third-party platform (Canvas). The ASF does not have a Data Processing Agreement (DPA) with this provider. Please take standard precautions regarding privacy and personal data.

To the best of our knowledge, the platform is GDPR compliant and collects only minimal personal information (name, email address, and possibly IP address). No additional personal data is tracked or retained.

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14. Conflict of Interest

Mentors must maintain impartiality and transparency.

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