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This handbook provides practical guidance for Apache Incubator mentors. It consolidates all mentor-related materials from ASF policy, Incubator documentation, and the ASF Training site into a single reference. The goal is to help mentors guide podlings with confidence and consistency by explaining their responsibilities, linking to relevant resources, and illustrating how to apply ASF culture and governance in practice.

Table of Contents

  1. Quick Start for Busy Mentors
  2. Understanding the Mentor Role
  3. Mentoring Stages in Practice
  4. Learning from Real Scenarios
  5. Communication, Transparency, and Escalation
  6. Reporting, Reflection, and Oversight
  7. Graduation and Mentor Offboarding
  8. Mentor Self-Check and Accountability
  9. Tools, Checklists, and References
  10. Quick Reference Table
  11. Continuing Learning and Community
  12. Appendices

Quick Start for Busy Mentors

If you are new to mentoring, start here:

Understanding the Mentor Role

What Mentoring Is and Is Not

Mentors guide podlings in understanding ASF culture and governance.
They:

  • Encourage open, consensus-based decision-making.
  • Model ASF communication standards.
  • Help the PPMC learn its responsibilities.
  • Provide gentle oversight and escalation when required.

They do not:

  • Act as project leads or technical decision-makers.
  • Replace the PPMC in voting or community management.
  • Treat sign-off as rubber-stamping.

Mentoring is about asking questions, not giving orders. A good mentor asks, “How can you ensure that the decision reflects consensus?” instead of “You must hold a vote.”

Becoming a Mentor

Any ASF Member may join the IPMC and volunteer to mentor a podling.
Before being added as a mentor:

Training references

Addressing Common Myths About the Incubator

Many podlings begin with misunderstandings about the Incubator, how long incubation takes, what mentors do, or what a vote means. Mentors should help correct these myths early and explain that incubation is about community maturity, not bureaucracy. See Common Myths About the Incubator (Wiki) and Why Governance Matters (Wiki).

Practicing The Apache Way

Mentors model ASF culture by example. This guide offers real-world examples and practical advice on navigating challenging situations, including communication issues, and addressing vendor dominance. See Practicing The Apache Way (Wiki)

Mentoring Stages in Practice

Each podling progresses through stages. The mentor’s focus shifts from setup and education to oversight and independence.

Entry and Setup

Mentor focus: Enable, not manage.

Mentor actions:

  • Confirm IP clearance is complete.
  • Ensure repositories, websites, and lists show the Incubator disclaimer.
  • Encourage discussions to happen on mailing lists.
  • Help the podling understand ASF infrastructure and how to self-serve.

Training and reference materials

First Release

Mentor focus: Teach the ASF release process.

Mentor actions:

  • Guide the podling through its first ASF release.
  • Explain that releases are community-owned.
  • Review licensing, source distribution, and voting.

Training and reference materials

Growing the Community

Mentor focus: Foster independence and diversity.

Mentor actions:

  • Encourage merit-based growth and open discussion.
  • Promote vendor neutrality.
  • Help the PPMC build a sustainable contributor base.

Training and reference materials

Governance and Decision-Making

Mentor focus: Promote consensus and transparency.

Mentor actions:

  • Help the PPMC practice decision-making on mailing lists.
  • Reinforce clear voting and documentation practices.
  • Encourage rotation of roles and shared leadership.

Training and reference materials

Graduation Preparation

Mentor focus: Guide toward independence and sustainability.

Mentor actions:

  • Review readiness across governance, community, and releases.
  • Walk the PPMC through the ASF Maturity Model.
  • Review the graduation resolution and ensure TLP readiness.

Training and reference materials

Learning from Real Scenarios

Mentoring often involves complex, real-world challenges.
Studying prior experiences helps mentors recognize patterns and guide with perspective.

Key resources

Communication, Transparency, and Escalation

Mentors must model the ASF approach to communication and conflict.

Best Practices

  • Use public mailing lists for decisions.
  • Encourage inclusive, respectful tone.
  • Avoid private or unarchived decisions.
  • Encourage transparency and empathy.

Training and reference materials

Reporting, Reflection, and Oversight

Podling reports are tools for reflection and transparency.
They show progress, governance maturity, and allow early correction.

Mentor actions

  • Review reports for accuracy and realism.
  • Confirm discussions and mentor sign-off.
  • Encourage self-assessment and candor.

Training and reference materials

Graduation and Mentor Offboarding

Graduation marks the transition to independence, not disengagement.

Mentor actions

  • Ensure readiness across governance, community, and releases.
  • Review the graduation resolution.
  • Provide final guidance and celebrate success.

Training and reference materials

Mentor Self-Check and Accountability

Effective mentors reflect regularly on their engagement.

Ask yourself:

  • Am I active on the podling’s dev@ list?
  • Have I guided rather than directed?
  • Has the podling learned to self-manage releases and votes?
  • Have I helped contributors grow into leaders?
  • Can the PPMC function without my direct involvement?

Helpful resources

Tools, Checklists, and References

Core Mentor References

Key Wiki Guides

Continuing Learning and Community

Mentoring is a shared learning process.
Stay engaged, keep learning, and support new mentors.

  • Participate on general@incubator.apache.org.
  • Review new training materials at the Incubator Training Hub.
  • Contribute case studies and improvements to this handbook.
  • Attend Community Over Code sessions on governance and mentoring.
  • Rotate mentors across podlings to broaden experience and share insight.

Appendices

B. Mentor FAQ
Answers to common questions about sign-off, graduation timing, and escalation.

D. Where to Get Help

  • general@incubator.apache.org — discussion and mentoring support
  • private@incubator.apache.org — sensitive or administrative matters
  • ASF President or delegate — conduct or privacy concerns
  • ASF Infrastructure — technical issues (users@infra.apache.org)

Maintained by the Apache Incubator PMC. Contributions and updates are welcome via the wiki.

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