From 49fe287f67a24359d411f516a815d208e83fb40d Mon Sep 17 00:00:00 2001 From: =?UTF-8?q?Anna=20e=20s=C3=B3?= Date: Mon, 18 Mar 2024 08:49:03 -0300 Subject: [PATCH 1/3] Copy contents of feedback4-reminder MIME-Version: 1.0 Content-Type: text/plain; charset=UTF-8 Content-Transfer-Encoding: 8bit Feedback 4, our final feedback cycle, is referred to as "final feedback" in code. When mentors are late to submit feedback about their interns a fourth time, we send them an automated email via organizer dashboard that includes wording about their intern's final stipend payment — but that doesn't reflect current Outreachy policies. I've updated this file to include the same wording used on `home/templates/home/email/feedback4-feedback-reminder.txt`. Feedback 4 is still referred to as `final_feedback` in code. We probably shouldn't use `feedback4` yet. --- home/templates/home/email/final-feedback-reminder.txt | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/home/templates/home/email/final-feedback-reminder.txt b/home/templates/home/email/final-feedback-reminder.txt index edf38edb..61984796 100644 --- a/home/templates/home/email/final-feedback-reminder.txt +++ b/home/templates/home/email/final-feedback-reminder.txt @@ -1,6 +1,6 @@ -[URGENT] Mentor feedback required for final payment to {{ intern_selection.applicant.applicant.public_name }} +[URGENT] Mentor feedback #4 required for {{ intern_selection.applicant.applicant.public_name }} -Please provide feedback on your intern through the Outreachy website. Their final feedback was due on {{ intern_selection.final_feedback_due|date:"M d, Y" }}. Their final ${{ current_round.finalpayment }} payment will be delayed until you provide feedback: +Please provide feedback on your intern through the Outreachy website. Feedback #4 was due on {{ intern_selection.final_feedback_due|date:"M d, Y" }}. Please fill out the feedback form ASAP: {{ request.scheme }}://{{ request.get_host }}{% url 'dashboard' %}#feedback From 6849e6a411754c81dea61714d009fdc272b0f714 Mon Sep 17 00:00:00 2001 From: =?UTF-8?q?Anna=20e=20s=C3=B3?= Date: Wed, 3 Apr 2024 20:39:29 -0300 Subject: [PATCH 2/3] Delete feedback4 template files Since our code uses both `final-feedback-instructions.txt` and `final-feedback-reminder.txt` as the templates for automated emails, it doesn't make sense to keep redundant files. --- .../email/feedback4-feedback-instructions.txt | 41 ------------------- .../email/feedback4-feedback-reminder.txt | 13 ------ 2 files changed, 54 deletions(-) delete mode 100644 home/templates/home/email/feedback4-feedback-instructions.txt delete mode 100644 home/templates/home/email/feedback4-feedback-reminder.txt diff --git a/home/templates/home/email/feedback4-feedback-instructions.txt b/home/templates/home/email/feedback4-feedback-instructions.txt deleted file mode 100644 index 074171bb..00000000 --- a/home/templates/home/email/feedback4-feedback-instructions.txt +++ /dev/null @@ -1,41 +0,0 @@ -[Due {{ intern_selection.feedback4_due|date:"M j" }}] Outreachy feedback #4 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. - -This is an automated email to ask you to fill out your feedback form linked from your dashboard: - -{{ request.scheme }}://{{ request.get_host }}{% url 'dashboard' %}#feedback - -You can only submit feedback once. If your dashboard shows you have already submitted feedback, please disregard this email. - -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. - -Privacy ---- - -Feedback is completely private, and will only be seen by Outreachy Organizers and Software Freedom Conservancy accounting staff. Outreachy organizers will discuss your feedback with you and draft a response with you before contacting the other person about any issues. - -We encourage mentors and interns to provide honest feedback on how the internship is going. - -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. - -The most important metric for success is whether the mentor knows their intern is putting in a full-time, 30 hours a week effort. If an intern isn't putting in a full-time effort, we use the other metrics to come up with a plan to get the intern back on track. We also gather metrics about mentor engagement to ensure success for all Outreachy mentors. - -Transparency ---- - -Interns will be able to see on their dashboard if their mentor has submitted feedback, but not the contents of that feedback. The interns will be able to see on their dashboard when the mentor feedback is reviewed by the Outreachy organizers and their payment authorization is sent to the Software Freedom Conservancy. As we batch payment authorizations, please do not email Outreachy organizers to remind us of feedback that needs to be reviewed. - -If the mentor has requested that an internship be extended, interns will receive an email from Outreachy organizers to confirm the internship extension. If an internship has already been extended, and the mentor feels like an intern has not put in a full-time effort (and is unlikely to put in a full-time effort), then the mentor can indicate they wish to terminate the internship. Interns will get an email from the Outreachy organizers if that unlikely event occurs. - -If feedback that interns give for their mentors indicate that the Outreachy organizers need to contact the mentor, we will get in touch with the intern via email. The Outreachy organizers will ask the intern if it is okay to share some details of their feedback with their mentor, in order to encourage the mentor to improve. If a mentor does not improve or is unresponsive, Outreachy organizers will work with the community coordinator (or other Outreachy coordinators and mentors in different communities) to try and find a new mentor. - -Please let us know in the feedback form or via email if there's anything else we can do to support this internship! If you have any questions, please contact us. - -Outreachy Organizers -{% include 'home/email/footer-mentor-intern-coordinator.txt' %} diff --git a/home/templates/home/email/feedback4-feedback-reminder.txt b/home/templates/home/email/feedback4-feedback-reminder.txt deleted file mode 100644 index 65961cd9..00000000 --- a/home/templates/home/email/feedback4-feedback-reminder.txt +++ /dev/null @@ -1,13 +0,0 @@ -[URGENT] Mentor feedback #4 required for {{ intern_selection.applicant.applicant.public_name }} - -Please provide feedback on your intern through the Outreachy website. Feedback #4 was due on {{ intern_selection.feedback4_due|date:"M d, Y" }}. Please fill out the feedback form ASAP: - -{{ request.scheme }}://{{ request.get_host }}{% url 'dashboard' %}#feedback - -See instructions below for more information. If you are mentoring more than one intern, you may need to scroll further down your dashboard to find their feedback button. - -Outreachy Organizers - ---- - -{% include 'home/email/feedback4-feedback-instructions.txt' %} From 00d1da49bdbacac14dd0631cacbb1d67a11d5826 Mon Sep 17 00:00:00 2001 From: =?UTF-8?q?Anna=20e=20s=C3=B3?= Date: Thu, 4 Apr 2024 10:43:26 -0300 Subject: [PATCH 3/3] Edit feedback instructions and reminders 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 --- .../home/email/feedback3-feedback-instructions.txt | 2 +- home/templates/home/email/feedback3-feedback-reminder.txt | 4 ++-- home/templates/home/email/final-feedback-instructions.txt | 8 ++++---- .../home/email/initial-feedback-instructions.txt | 8 ++++---- home/templates/home/email/initial-feedback-reminder.txt | 4 ++-- home/templates/home/email/midpoint-feedback-reminder.txt | 2 +- 6 files changed, 14 insertions(+), 14 deletions(-) diff --git a/home/templates/home/email/feedback3-feedback-instructions.txt b/home/templates/home/email/feedback3-feedback-instructions.txt index 3195e559..f82f0bd2 100644 --- a/home/templates/home/email/feedback3-feedback-instructions.txt +++ b/home/templates/home/email/feedback3-feedback-instructions.txt @@ -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 --- diff --git a/home/templates/home/email/feedback3-feedback-reminder.txt b/home/templates/home/email/feedback3-feedback-reminder.txt index d933c76f..f8a165f4 100644 --- a/home/templates/home/email/feedback3-feedback-reminder.txt +++ b/home/templates/home/email/feedback3-feedback-reminder.txt @@ -1,6 +1,6 @@ -[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 diff --git a/home/templates/home/email/final-feedback-instructions.txt b/home/templates/home/email/final-feedback-instructions.txt index 4232b806..7101aba0 100644 --- a/home/templates/home/email/final-feedback-instructions.txt +++ b/home/templates/home/email/final-feedback-instructions.txt @@ -1,6 +1,6 @@ -[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: @@ -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. diff --git a/home/templates/home/email/initial-feedback-instructions.txt b/home/templates/home/email/initial-feedback-instructions.txt index ee6afded..e2ca4544 100644 --- a/home/templates/home/email/initial-feedback-instructions.txt +++ b/home/templates/home/email/initial-feedback-instructions.txt @@ -1,4 +1,4 @@ -[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. @@ -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 --- @@ -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.) @@ -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. diff --git a/home/templates/home/email/initial-feedback-reminder.txt b/home/templates/home/email/initial-feedback-reminder.txt index e3f41bf2..e12bf615 100644 --- a/home/templates/home/email/initial-feedback-reminder.txt +++ b/home/templates/home/email/initial-feedback-reminder.txt @@ -1,6 +1,6 @@ -[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 diff --git a/home/templates/home/email/midpoint-feedback-reminder.txt b/home/templates/home/email/midpoint-feedback-reminder.txt index a463dca0..c404caf4 100644 --- a/home/templates/home/email/midpoint-feedback-reminder.txt +++ b/home/templates/home/email/midpoint-feedback-reminder.txt @@ -1,6 +1,6 @@ [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