Mentor Replacement

Overview:
This guide helps podling communities (PPMCs) understand how to maintain adequate mentor coverage throughout the incubation process. It explains when and how mentors can be replaced, added, or transitioned, and clarifies that PPMCs share responsibility for ensuring continuity. The goal is to support stable oversight and consistent mentoring without unnecessary formality, reflecting the ASF’s principles of community-led governance and transparency.

1. Purpose

Each podling in the Apache Incubator should have around two to three active mentors. Mentor changes are expected during incubation as participants’ availability shifts. The focus is to maintain consistent guidance and oversight for the podling.

This guide outlines:

• When a mentor replacement or addition may be needed
• How mentors, podlings, and the IPMC coordinate the process
• How to maintain continuity of mentoring during transitions

2. When Replacement May Be Needed

Mentor replacement or addition may be considered when any of the following apply:

Note: Some mentors contribute in other ways, such as reviewing releases, guiding community discussions, or assisting with licensing and policy questions and may not always sign off reports. What matters is regular engagement and visibility on the podling’s mailing lists, not only formal sign-offs.

Mentor participation should be viewed in context. Occasional absences or reduced sign-offs do not automatically indicate disengagement if other forms of support remain visible.

3. Principles of Continuity

1. Avoid long gaps in coverage - every podling should have at least two active mentors participating.
2. Transparency - mentor changes should be noted publicly on the general@incubator.apache.org list when possible.
3. Preserve context - ensure new mentors understand the podling’s current stage and any ongoing issues.
4. Respect volunteer limits - mentors may step down at any time, but should give notice and assist with handover.
5. Shared responsibility - all mentors are equally responsible for oversight, not just one individual.
6. Diversity of mentors - aim for a balance of technical, community, and governance experience rather than focusing only on the number of mentors.
7. Balance mentor load - avoid over-reliance on mentors already supporting several podlings when selecting replacements.
8. Avoid excessive mentor teams - too many mentors can dilute engagement. Two to three active mentors is usually ideal for effective oversight.

4. Replacement Process

Any PPMC member, mentor, or IPMC member may start the replacement process if coverage or engagement becomes an issue. PPMC members are encouraged to take initiative in maintaining mentor coverage and do not need formal approval from the IPMC to propose replacements. Note, however, that members must be IPMC members.

Step 1. Confirm Mentor Status

• The podling or another mentor can contact an inactive mentor to ask if they wish to continue.
• If there is no reply within a reasonable period (for example, one reporting cycle), move to replacement.

Step 2. Discuss or Announce

• The podling may simply update its mentor list after confirming a new mentor, but it is good practice to start a short thread on general@incubator.apache.org:

  [DISCUSS] Mentor Replacement for <Podling Name>

• This helps ensure visibility and lets other IPMC members assist if needed.

Step 3. Identify Candidates

• Podlings, mentors, or IPMC members can suggest new mentors.
• Candidates should be IPMC members with relevant experience and time to participate.

Step 4. Confirm and Record

• The new mentor confirms on-list or via the podling’s dev list.
• Updates are made to the podling’s podlings.xml entry (any IPMC member may do this)

Step 5. Transition and Handoff

• Ensure a smooth handoff by sharing recent context and introducing new mentors on the podling’s dev list.

5. Maintaining Continuity

For Remaining Mentors

• Ensure reports continue to be submitted and signed off.
• Provide background to new mentors and keep discussions open.

For the Podling

• Continue community activity and monthly reporting without delay.

For the IPMC

• Encourage replacement when coverage falls below two mentors.
• Offer introductions to potential mentors when a podling requests help.

6. Special Cases

6.1 Temporary Leave

If a mentor is unavailable for a short period (such as travel or personal leave), they can inform the podling and other mentors. No replacement is needed if coverage remains adequate. Temporary partial involvement is acceptable if the mentor continues to provide support when needed and keeps other mentors informed of their availability.

6.2 Mentor Team Adjustments

As podlings mature, their needs may shift from technical setup to governance or community focus. Adding mentors with complementary experience can be helpful.

6.3 Post-Graduation

After graduation, mentors may continue as PMC members of the new project. Their continued involvement is welcome but no longer required by the Incubator.

6.4 Long-Running Podlings

Some podlings remain in incubation for several years due to large codebases, complex governance, or slow community growth. These projects often experience mentor turnover, making it especially important to maintain continuity.

To support stability:

• Review mentor coverage at least once a year.
• Ensure key context (previous challenges, IP issues, and community milestones) is documented in the podling’s reports or wiki.
• Encourage a mix of mentors who bring both historical knowledge and fresh perspectives.
• If most of the original mentors have moved on, consider adding one or two new mentors who are familiar with current ASF policies and expectations.

The IPMC may occasionally review such podlings to verify that adequate mentoring and oversight continue.

7. Reference Links

• Incubation Policy
• Mentor Onboarding Guide
• Incubator Project Roster
• Incubator Case Studies

8. Summary

Mentor changes are a routine part of incubation. Podlings can manage them directly, with light coordination through the IPMC. Timely replacements help maintain guidance and ensure consistent application of ASF principles and policies.

Key takeaway:
Mentor continuity supports podling stability and helps maintain effective oversight without interruption.