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Welcome to the Apache Incubator mentoring team! Thank you for supporting new projects. This guide will orient you to your role, share key resources, and help you support your podlings confidently and sustainably.
Once you agree to mentor a podling, start by:
Thank you for considering mentoring an ASF project! The Incubator PMC appreciates your dedication to guiding new projects on their 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 on the IPMC general mailing list 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.
New mentors may find it helpful to review the training resources in Section 13 to gain additional confidence before engaging with their first podling.
As a Mentor, you guide and support your podling to:
Explain not just what to do but why it matters. Empower podlings to become self-sufficient communities aligned with ASF values.
dev@ and private@ mailing lists.Watch for issues like:
Mentors support and guide, but do not:
The mailing list is the heart of Apache communities. Encourage podlings to keep discussions public, documented, and archived to build trust and welcome new contributors.
Create a welcoming environment for contributors of all backgrounds and skill levels. Promote respectful, inclusive language and celebrate all contributions.
Model respectful, empathetic communication. Help podlings discuss issues constructively and reference ASF guidelines. Escalate when necessary.
Guide podlings in making decisions openly on the mailing list through community consensus. Promote a lazy consensus for routine matters and reserve formal votes for key actions, such as releases or adding committers/PPMC members.
Mentoring is volunteer work with variable time demands:
Even small, consistent contributions make a big difference!
Q: How often should I communicate with my podling?
A: Aim for regular check-ins (e.g., monthly), but adjust based on the podling’s activity and needs.
Q: What if the podling is unresponsive or inactive?
A: Reach out politely on mailing lists and privately. Encourage engagement and ask if any blockers exist. If inactivity persists, escalate to the Incubator PMC.
Q: How do I handle conflicts within the podling?
A: Promote respectful discussion on mailing lists, reference ASF guidelines, and encourage open communication. For serious or persistent issues, escalate to the IPMC.
Q: What should I do if someone is disruptive or difficult in the community?
A: Address behavior promptly by reminding contributors of the ASF Code of Conduct. Encourage respectful communication.
Q: When and how should I escalate issues?
A: Escalate serious problems such as legal concerns, repeated misconduct, stalled progress, or infrastructure non-compliance to the Incubator PMC or other relevant mailing list.
Q: Can I mentor more than one podling?
A: Yes, but manage your time carefully to avoid burnout. Prioritize quality over quantity to provide effective support to each podling.
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 the podling to promote itself.
Q: What is the best way to support podling reports?
A: Review reports thoroughly and provide timely, constructive feedback. Focus on community health, governance, and progress rather than technical details. Encourage clear, honest, and well-organized reporting.
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.
Q: How involved should I be in technical decisions?
A: Mentors advise on governance and community health but do not dictate technical choices. Committers and contributors should lead technical decisions within the podling.
Podlings reports keep the Incubator PMC and ASF Board informed about the project's status and health.
Look for:
Escalate serious issues to the Incubator PMC or ASF officers promptly.
Support podlings in meeting essential criteria such as:
After graduation or the retirement of a podling, mentors can provide feedback.
Review the Best Practices for Mentors and Mentor Onboarding documents, documenting key takeaways on what worked well and areas for improvement.
Share feedback with the podling on strengths and areas for growth. Optionally, provide feedback to the Incubator PMC on the mentoring process.
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.
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.
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.
Mentors must maintain impartiality and transparency.
If you are unsure, please consult the Incubator PMC.
Thank you for your dedication to the Apache Incubator! Your efforts help new projects thrive through open collaboration.