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A prolonged incubation does not necessarily mean that a project is failing. It often means the community is doing careful work to meet ASF standards for openness, verified licensing, and governance. Taking time can be a normal part of meeting ASF expectations for open development, independent decision-making, and clean IP clearance. Being open and clear about progress helps build trust.
These examples show that while long incubations require patience, the IPMC continues to apply consistent oversight and applies oversight based on visible progress and policy expectations and expects measurable progress through verified releases, public reporting, and open governance.
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This case study examines three real-world examples: NetBeans, IoTDB, and Trafodion. Each took the time to complete migration and governance work while maintaining active communication and reportingproviding regular reports.
These examples remind mentors and communities that steady, visible progress matters more than speed. Clear communication helps the IPMC and the wider ASF recognise real work even when it takes time.
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- Releases: The first incubating release appeared in 2019, followed by regular updates through 2020.
- Community growth: Expanded from a university team to include include contributors from companies such as Huawei , and Alibaba, and as well as independent contributors from Europe..
- Mentorship: Mentors encouraged clearer documentation, more English communication, and joining ASF events to connect with the wider community.
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- Releases: Produced several incubating releases between 2016 and 2017 that met ASF voting and packaging requirements.
- Governance: Followed ASF processes and showed readiness for graduation at the time.
- Mentorship: Mentors encouraged wider contributor diversity and more visible discussion on mailing lists.
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Common Patterns Seen in Podlings
| Pattern | What It Looks Like | Why It Matters |
|---|---|---|
| Large or complex code migration | Many modules, outside dependencies, or legacy IP | Needs careful IP checks and clear updates |
| Multi-year incubation | Long time between entry and graduation | Normal for projects with legal or technical depth |
| Change from company or university control | New contributors added gradually from other places | Builds independence and continuity |
| Visible communication with IPMC | Regular updates on migration, licensing, or releases | Keeps oversight clear and supportive |
| Regular IPMC feedback loops | Mentors summarise progress for IPMC reviews | Builds shared understanding and trust |
| Visible planning for long-term sustainability | Shared roles and diversity visible in reports | Reduces post-graduation risk |
These patterns appear in different forms, but all show practical learning of The Apache Way.
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- Long gaps in mailing-list activity during migration or review
- Few or no progress reports to mentors or IPMC
- Reports are frequently late or missing from the monthly or quarterly schedule
- Work done in private systems instead of public lists
- No new committers added during long incubation
- Branding or website still marked “(incubating)” after graduation
- Graduation discussion based on fatigue instead of readiness
Check recent lists, reports, and status pages to confirm work is open and policy-alignedhappening in public and follows ASF expectations.
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Mentor Challenges and Burnout
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- Share mentoring work evenly across the team and ask for help early if one person feels overloaded.
- Keep regular check-ins between mentors to stay coordinated.
- Rotate who drafts reports, reviews releases, or follows up on votes to spread the load.
- If needed, consider inviting an additional mentor or requesting assistance from the IPMC. Adding a new mentor can bring a fresh perspective and energy.
- Mentors can also step down or be rotated out when they are inactive or unavailable — this . This is normal and helps keep the mentoring team balanced.
- Thank mentors for their time and consistency — reliability , reliability matters more than constant activity.
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This table helps mentors and PPMCs discuss whether progress in complex podlings stays visible and healthy.
It is a self-review tool, not an ASF checklist.
| Area | What to Ask | Signs of Healthy Progress | Signs That Need Attention |
|---|---|---|---|
| Transparency | Are migration or IP tasks discussed on dev@? | Regular, public updates | Silence or private tracking |
| Motivation | Is progress visible despite slow releases? | Small, celebrated steps | Declining energy |
| Governance | Is leadership widening beyond sponsors? | New committers, active contributors | One company dominates |
| Communication | Is the IPMC kept informed? | Reports explain wins and blockers | Short or missing updates |
| Sustainability | Is there a post-graduation plan? | Shared roles, active mentors | Weak continuity |
| Mentorship | Are mentors visible and consistent? | Mentors guide without taking over | Silence or mixed advice |
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Using These Case Studies
For Mentors
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Make IP and migration work visible
Post short monthly notes on clearance, dependency checks, or restructuring. (NetBeans)Celebrate small wins
Acknowledge steps such as the first ASF build, clearing the submodule, or becoming a new committer. (IoTDB)Document clearly
Track unfinished work on the wiki or in reports so others can help. (NetBeans)Support clear communication
Translate key materials or summaries if needed, so everyone can follow. (IoTDB)Be patient with global communication
Encourage asynchronous discussion and summaries to allow contributors in different time zones to stay on track. (All)Plan for independence early
Rotate release leads and report authors before graduation. (Trafodion)Keep governance visible
Show how decisions are made, not just what was achieved. (All)Don’t rush graduation
Graduate when ready—after ready, only after showing diversity and proper Apache releases, not from fatigue. (Trafodion)Keep morale high
Thank contributors for their persistence during review periods. (All)Report visible progress
In each report, describe what was done and learned, not just plans. (All)
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Mentors can also stay in touch briefly after graduation to as PMC members to make sure the new PMC is comfortable with releases, branding, and reporting routines.
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ASF Cultural Perspective
Patience and openness are core to openness are widely understood as part of The Apache Way. Long or complex incubations test a community’s ability to stay transparent, cooperative, and self-motivated. Mentors build trust by keeping progress visible and process compliant, not by setting deadlines. A PPMC shows maturity when it communicates steady progress through public discussion, proper releases, and open documentation. Consistency and openness foster trust, and that trust in turn sustains success.
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