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Edit feedback instructions and reminders
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Upon further inspection, all feedback instructions and reminders were quite inconsistent in the way they informed mentors about our current policies and in the terminology they used to refer to feedback cycles. My proposed edits make them more consistent.

Further edits on Feedback 1 template
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contraexemplo committed Apr 4, 2024
1 parent 6849e6a commit 00d1da4
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Expand Up @@ -10,7 +10,7 @@ You can only submit feedback once. If your dashboard shows you have already subm

Only one mentor can submit feedback for one intern. If you are co-mentoring an intern, please talk with your co-mentor to decide what feedback to submit, and who should submit it.

Feedback from both interns and mentors will help Outreachy organizers understand how we all can better support each other.
The mentor feedback will determine whether the intern is paid their ${{ current_round.finalpayment }} stipend. Feedback from both interns and mentors will help Outreachy organizers understand how we all can better support each other.

Privacy
---
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4 changes: 2 additions & 2 deletions home/templates/home/email/feedback3-feedback-reminder.txt
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[URGENT] Mentor feedback #3 required for {{ intern_selection.applicant.applicant.public_name }}
[URGENT] Mentor feedback #3 required for stipend payment to {{ intern_selection.applicant.applicant.public_name }}

Please provide feedback on your intern through the Outreachy website. Feedback #3 was due on {{ intern_selection.feedback3_due|date:"M d, Y" }}. Please fill out the feedback form ASAP:
Please provide feedback on your intern through the Outreachy website. Feedback #3 was due on {{ intern_selection.feedback3_due|date:"M d, Y" }}. Their ${{ current_round.finalpayment }} stipend payment will be delayed until you provide feedback:

{{ request.scheme }}://{{ request.get_host }}{% url 'dashboard' %}#feedback

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8 changes: 4 additions & 4 deletions home/templates/home/email/final-feedback-instructions.txt
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[Due {{ intern_selection.final_feedback_due|date:"M j" }}] Outreachy final feedback requested for {{ intern_selection.applicant.applicant.public_name }}
[Due {{ intern_selection.final_feedback_due|date:"M j" }}] Outreachy feedback #4 requested for {{ intern_selection.applicant.applicant.public_name }}

Greetings Outreachy interns and mentors! The Outreachy internship is almost over. We are asking both interns and one of their mentors to provide final feedback on the internship. We would especially like feedback from interns on some of the new things we tried this round.
Greetings Outreachy interns and mentors! The Outreachy internship is almost over. We are asking both interns and one of their mentors to provide feedback on the internship. We would especially like feedback from interns on some of the new things we tried this round.

This is an automated email to ask you to fill out your feedback form linked from your dashboard:

Expand All @@ -20,11 +20,11 @@ We encourage mentors and interns to provide honest feedback on how the internshi
Survey
---

An optional survey is included in the final feedback form. Both mentors and interns and encouraged to fill out the survey. The survey results will help us keep the parts of the internship program that are working, and improve the parts that aren't working.
An optional survey is included in the feedback #4 form. Both mentors and interns and encouraged to fill out the survey. The survey results will help us keep the parts of the internship program that are working, and improve the parts that aren't working.

Please share your feedback with us! We are open to both positive and negative feedback.

Final Feedback Success Metrics
Feedback #4 Success Metrics
---

Outreachy organizers view this internship as a fellowship. Mentors should not expect a certain project to be completed by the intern, but rather expect that the intern's work will be adjusted to the level of their ability, their interests, and the project's priorities throughout the internship. Outreachy organizers prefer not to fail people in the program as long as they are working full-time on the project.
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8 changes: 4 additions & 4 deletions home/templates/home/email/initial-feedback-instructions.txt
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[Due {{ intern_selection.initial_feedback_due|date:"M j" }}] Outreachy initial feedback requested for {{ intern_selection.applicant.applicant.public_name }}
[Due {{ intern_selection.initial_feedback_due|date:"M j" }}] Outreachy feedback #1 requested for {{ intern_selection.applicant.applicant.public_name }}

Greetings Outreachy interns and mentors! We are asking both interns and one of their mentors to provide feedback on the internship.

Expand All @@ -10,7 +10,7 @@ You can only submit feedback once. If your dashboard shows you have already subm

Only one mentor can submit feedback for one intern. If you are co-mentoring an intern, please talk with your co-mentor to decide what feedback to submit, and who should submit it.

The mentor feedback will determine whether the intern is paid their ${{ current_round.initialpayment }} initial stipend. Feedback from both interns and mentors will help Outreachy organizers understand how we all can better support each other.
The mentor feedback will determine whether the intern is paid their ${{ current_round.initialpayment }} stipend. Feedback from both interns and mentors will help Outreachy organizers understand how we all can better support each other.

Privacy
---
Expand All @@ -37,7 +37,7 @@ Mentors will be asked:
* Please provide a paragraph describing your intern's progress on establishing communication with you, connecting to your FOSS community, and ramping up on their first tasks. This will only be shown to Outreachy organizers and Software Freedom Conservancy accounting staff.
* Please provide a paragraph describing what support you are providing as an Outreachy mentor. This will be shared with Outreachy organizers and your community coordinator.
* Do you believe your Outreachy intern is putting in a full-time, 30 hours a week effort into the internship?
* Should your Outreachy intern be paid the initial ${{ current_round.initialpayment }} payment?
* Should your Outreachy intern be paid the ${{ current_round.initialpayment }} stipend?
* Questions about whether the intern needs an internship extension.
* Questions about whether the internship contract may need to be terminated.
* (The questions about internship extensions and terminations aren't needed for most internships, but our form asks them of all mentors.)
Expand All @@ -48,7 +48,7 @@ Interns will be asked:
* Please provide a paragraph describing how your mentor has (or has not) been helping you. This information will only be seen by Outreachy mentors. We want you to be honest with us if you are having trouble with your mentor, so we can help you get a better internship experience.
* Please provide a paragraph describing your progress on establishing communication with your mentor, and ramping up on your first tasks. This information will only be seen by Outreachy organizers. If you are having any difficulties or facing any barriers, please let us know, so we can help you.

Initial Feedback Success Metrics
Feedback #1 Success Metrics
---

Outreachy organizers view this internship as a fellowship. Mentors should not expect a certain project to be completed by the intern, but rather expect that the intern's work will be adjusted to the level of their ability, their interests, and the project's priorities throughout the internship. Outreachy organizers prefer not to fail people in the program as long as they are working full-time on the project.
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4 changes: 2 additions & 2 deletions home/templates/home/email/initial-feedback-reminder.txt
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[URGENT] Mentor feedback required for initial payment to {{ intern_selection.applicant.applicant.public_name }}
[URGENT] Mentor feedback #1 required for stipend payment to {{ intern_selection.applicant.applicant.public_name }}

Please provide feedback on your intern through the Outreachy website. Their initial feedback was due on {{ intern_selection.initial_feedback_due|date:"M d, Y" }}. Their initial ${{ current_round.initialpayment }} payment will be delayed until you provide feedback:
Please provide feedback on your intern through the Outreachy website. Feedback #1 was due on {{ intern_selection.initial_feedback_due|date:"M d, Y" }}. Their ${{ current_round.initialpayment }} stipend payment will be delayed until you provide feedback:

{{ request.scheme }}://{{ request.get_host }}{% url 'dashboard' %}#feedback

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2 changes: 1 addition & 1 deletion home/templates/home/email/midpoint-feedback-reminder.txt
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[URGENT] Mentor feedback #2 required for {{ intern_selection.applicant.applicant.public_name }}

Please provide feedback on your intern through the Outreachy website. Their mid-point feedback was due on {{ intern_selection.midpoint_feedback_due|date:"M d, Y" }}. Please fill out the feedback form ASAP:
Please provide feedback on your intern through the Outreachy website. Feedback #2 was due on {{ intern_selection.midpoint_feedback_due|date:"M d, Y" }}. Please fill out the feedback form ASAP:

{{ request.scheme }}://{{ request.get_host }}{% url 'dashboard' %}#feedback

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