This page is designed to provide Mentors with guidance on how to handle various situations that may arise while working with podlings. Each project is unique, so the approach to addressing a situation may differ from one podling to another. What works well for one podling may not be suitable for another.

Possible values include community, consensus, flat structure, governance, independence, merit, open communication, oversight, security, and transparency.

Help is needed to expand any points without links. Additionally, feel free to add points to the list.

Community and Communication Challenges

Leadership and Governance Issues

Project Development and Technical Challenges

Contributor and Community Engagement Issues

Website and External Communication Issues

Unsure When to Recognize Committers

Situation

The project is uncertain about how much a contributor needs to do before being recognized as a committer.

Suggested Action

Encourage the podling to define what it means to be a committer and to document this on their website. Suggest keeping the committer requirements flexible and inclusive, recognizing all forms of contribution, not just code. If needed, recommend separating the PPMC and committer roles for easier recognition and appointment of new committers. Encourage PPMC members to actively identify contributors who consistently contribute over time, including those whose work may not be immediately visible.

Reasoning

For the long-term sustainability of the project, it's vital to bring in new committers and PMC members. Setting the committer bar too high or only acknowledging certain types of contributions can discourage broader involvement. A diverse group of contributors from different backgrounds brings fresh ideas and perspectives, helping the project grow in unexpected and exciting ways.

Values

merit, flat structure, community

Video Meetings

Situation

The project wants to hold regular video meetings to discuss project direction.

Suggested Action

Encourage the project to prioritize discussions on the mailing list rather than relying on video meetings. If they insist on holding such meetings, ensure that any decisions or important discussions from the meeting are documented and shared with the mailing list. Make it clear that decisions should not be made during these meetings, and that the mailing list is the primary venue for involving the entire community in discussions.

Reasoning

Not everyone is in the same time zone; and even if they are, attending meetings can be challenging for contributors who are balancing the project with other commitments. Synchronous communication can disadvantage those who can only contribute part-time. Additionally, meeting-based discussions may not be properly documented, which limits the ability to share knowledge and creates barriers for newcomers who may not have access to this unrecorded cultural knowledge.

Values

open communication, community, consensus

External Website Exists

Situation

The project has an external website managed by a subset of project members, but it is not under the control of the podling's PPMC.

Suggested Action

Encourage the project to migrate the website to ASF infrastructure, redirect the existing domain to the Apache domain, and transfer ownership of the domain name to the ASF or the PPMC.

Reasoning

The PPMC must retain full control of the project’s website, rather than delegating that responsibility to a third party or a subgroup within the PPMC. Migrating the site to ASF infrastructure ensures its long-term stability and security, while enabling the entire community to contribute to and maintain the site. This approach ensures that the project’s online presence is sustainable, integrated with ASF resources, and aligned with the Foundation's governance.

Values

governance, independence, community

Seeking Early Graduation

Situation

The project has proposed graduation, but it has not yet demonstrated the ability to self-govern effectively.

Suggested Action

Provide constructive feedback on the podling's incubator report, especially if they suggest they are nearing graduation. Encourage the podling to complete the maturity model and have an open discussion about their progress, reflecting honestly on where they stand in their path to graduation.

Reasoning

Many projects believe they are ready to graduate before they have reached true independence from their mentors. Reflecting on their current status may highlight areas that still require growth and development before they can safely graduate.

Values

governance, community, open communication, consensus, oversight

Missing Reports

Situation

The project has missed an incubator report submission.

Suggested Action

Encourage the podling to begin discussing and drafting the report on the mailing list or collaborate on their wiki at least a week or two before the due date. Remind them that reminders are typically sent to the dev or private list, and that a lack of responses to these may indicate that PPMC members are not properly subscribed to the relevant lists.

Reasoning

Collaborating on the report in an open forum fosters contribution from all members and helps them feel engaged with the project. Once the project graduates, they will be required to submit reports to the board. It's essential for PPMC members to be subscribed to and actively monitor the project’s mailing lists to ensure they provide the necessary oversight.

Values

governance, community, open communication, consensus, oversight

Missing IPMC Release Votes

Situation

The podling is having trouble securing 3 IPMC votes for a release.

Suggested Action

Create a checklist for community members to assess a release, making it easy to verify the key elements. Gradually add common mistakes to the checklist over time. Before presenting the release for an IPMC vote, ask all mentors to vote on it, even if this extends the typical voting period. If the vote is taking longer than expected, kindly remind mentors or other IPMC members to participate.

Reasoning

Engaging all mentors in the release process ensures the podling gains a full understanding of the requirements and expectations, and helps improve the release process.

Values

community, governance, consensus, oversight

Too Many Release Candidates

Situation

The podling needs to create multiple release candidates before arriving at a suitable one.

Suggested Action

Encourage the podling to slow down and allow sufficient time for the community (including users) to review the release thoroughly. Create a checklist to help the community assess the release, ensuring that each step is easy to verify and confirm. Complete the checklist even if issues are found. When sending vote emails, include a summary of what has been checked and the platform on which it was tested. Make sure the release process is clearly documented and regularly updated.

Reasoning

Taking more time allows for the discovery of multiple issues in each release candidate. By using a checklist and following the full release process even after issues have been found helps ensure that the first blocker found does not prevent discovering others in the proposed release.

Values

community, transparency

Author Tags in Code

Situation

Developers are adding author tags in the code.

Suggested Action

Remove all author tags from the codebase.

Reasoning

Author tags create the impression of individual ownership, which can discourage other community members from contributing or modifying the code. Additionally, associating a name with the code may compromise the legal protections offered by The ASF to contributors, as contributions are intended to be made to the project, not to individuals. -- andreww: I don't understand this last phrase. In what what would contributions be made to individuals? --

Values

community, collaboration, merit

Discussions are Happening Off-List

Situation

Discussions related to the project are taking place off the mailing list, which means they are not accessible to all contributors.

Suggested Action

Encourage the project to move discussions to the mailing list to ensure transparency and wider participation. This will allow the community to stay informed and contribute to ongoing discussions. Remind the project that key decisions should be made publicly to ensure they align with the values of openness and community engagement.

Reasoning

By keeping discussions on the mailing list, all community members have the opportunity to participate, share ideas, and stay up-to-date. Off-list discussions can exclude contributors who are not aware of them, limiting collaboration and slowing the project's progress. Public discussions also ensure accountability and enhance transparency.

Values

community, open communication, transparency, collaboration

No Committers Have Been Elected

Situation

The project has not yet elected any committers, which is hindering progress and growth.

Suggested Action

Encourage the podling to start the process of electing committers as soon as possible. Document and communicate clear criteria for becoming a committer, including demonstrating consistent contributions in areas such as code, documentation, community engagement, or other forms of support. The PPMC should regularly review potential contributors and make decisions in a transparent and meritocratic manner.

Reasoning

Electing committers is a critical step for the sustainability and growth of the project. Committers are responsible for maintaining the project, making decisions, and driving its development forward. Without elected committers, the project risks stagnating and becoming overly reliant on a small number of individuals. Recognizing all forms of contribution, not just code, ensures that various contributors are considered. Clear documentation of what is required to become a committer ensures transparency and fairness in the process. This also helps distribute responsibility and promotes greater community involvement.

Values

merit, community, governance, transparency

Getting the LICENSE and NOTICE Correct is Difficult

Situation

The project is struggling to assemble the LICENSE and NOTICE files properly.

Suggested Action

Encourage the podling to carefully review The Apache Software Foundation's guidelines for LICENSE and NOTICE files. While referencing other Apache projects can be helpful, they should be cautious about blindly copying these files, as the reasoning behind them may not be fully understood. Point them to the Apache Licensing How-To Guide for guidance. It's important to consider the differences between source and binary releases, as the LICENSE and NOTICE files may vary for each. Additionally, while automation can assist in generating these files, it’s prone to errors and can easily overlook or misstate critical details. Manual review is necessary to ensure accuracy and compliance. The podling should also ensure all third-party dependencies are properly addressed. Finally, make it clear that there is no one-size-fits-all approach; what works for one project may not be appropriate for another. If there are uncertainties, consulting ASF legal support or experienced mentors is highly recommended.

Reasoning

Accurately configuring the LICENSE and NOTICE files is essential to meeting legal and licensing requirements. These files define how the project’s code can be used, modified, and redistributed, providing legal protection for both the project and its contributors. Copying LICENSE and NOTICE files from other projects without a thorough understanding of their reasoning can lead to mistakes that result in legal issues. While automation may assist in generating these files, it can introduce errors; therefore, a manual review is critical to ensure that nothing is missed or misstated. There is no one "correct" approach, so each project’s specific needs and circumstances should guide the process.

Values

governance, transparency, legal protection, community

Incubator Reports Contain Meaningless Statistics

Situation

The podling’s incubator reports include statistics or data that are not meaningful or relevant to assessing the project's progress.

Suggested Action

Encourage the podling to focus on providing meaningful, qualitative updates in their reports rather than just quantitative statistics. They should highlight milestones, accomplishments, and challenges the project is facing, rather than relying on numbers that do not accurately reflect the project's health. Guide what constitutes valuable data for the report, such as community engagement, code contributions, and release progress. The podling should aim to provide a clear and honest snapshot of the project's status. Additionally, remind them that statistics may not carry much meaning for people outside the project, and readers may be missing important context.

Reasoning

Meaningless statistics can give a false impression of progress and may fail to provide the IPMC or the Board with an accurate understanding of the project’s health. Statistics without context might be misinterpreted or misunderstood by those not closely involved with the project. By focusing on qualitative updates that showcase real progress, challenges, and goals, the project can ensure its reports are valuable and reflective of its true status. This not only enhances transparency but also enables mentors and the Incubator PMC to make informed decisions about the project's future.

Values

transparency, community, governance, open communication

Having Trouble Getting the ICLA Signed from All Committers

Situation

The podling is facing difficulties in obtaining the Individual Contributor License Agreement (ICLA) signatures from all committers.

Suggested Action

Encourage the podling to clearly communicate the importance of the ICLA to all potential committers and provide guidance on how to complete the process. The podling should ensure that every committer understands that signing the ICLA is a requirement for contributing code to an Apache project. It may also be helpful to send reminders to those who have not yet signed the agreement. If you have any concerns or obstacles, we recommend reaching out to the ASF legal team for assistance. In extreme cases, where a contributor is unwilling or unable to sign the ICLA, the podling may need to consider dropping that individual as an initial committer to move the project forward.

Reasoning

The ICLA ensures contributors are legally authorized to contribute code to the Apache Software Foundation. Without all committers having the ICLA signed, the project cannot properly accept contributions, which may delay progress or create legal issues. Ensuring that every committer signs the ICLA is essential for the project's legal compliance and to protect both the project and the contributors.

Values

governance, legal protection, community, transparency

The Project Has a Benevolent Dictator

Situation

The project is being led by a single individual with ultimate decision-making power, effectively acting as a "benevolent dictator."

Suggested Action

Encourage the podling to adopt a more collaborative and meritocratic decision-making process. While a benevolent dictator model may seem to be effective, it is crucial for the project to transition to a distributed leadership structure. Recommend establishing clear governance processes that ensure decisions are made transparently, with input from the community, committers, or PPMC as needed. Also, remind the project that the Apache Software Foundation (ASF) does not permit benevolent dictatorships. If the benevolent dictator steps away, the project risks instability, which can harm both the project and the community.

Reasoning

A benevolent dictator model can limit the project's growth and sustainability by concentrating decision-making in one individual. Over time, this reduces community engagement and stifles the diversity of ideas. The ASF mandates an inclusive governance structure to ensure leadership is distributed, decisions are transparent, and all contributors have a voice. A more distributed leadership model ensures long-term sustainability and resilience by fostering wider involvement and collective responsibility.

Values

governance, community, consensus, flat structure

There is Little or No Activity on the Mailing List

Situation

The project is experiencing minimal activity on its mailing list, which is hindering effective communication and collaboration.

Suggested Action

Encourage the podling to actively engage the community through the mailing list. Remind them that the mailing list is vital for transparency, decision-making, and open communication. Suggest starting discussions on key topics, requesting feedback, or addressing unresolved issues to re-engage contributors. Emphasize the value of asynchronous communication, as it allows people in different time zones, those working part-time, and individuals with other commitments (such as family) to participate when they are able. All important decisions must be communicated and documented on the mailing list.

Reasoning

The mailing list serves as the central hub for communication and decision-making in Apache projects. Low activity can indicate a lack of ownership or interest from the community, and it hinders transparency and progress. Asynchronous communication enables contributors with diverse schedules to participate, promoting inclusivity and broader involvement.

Values

community, open communication, transparency

Other Mentors Have Gone Missing

Situation

Some mentors have become unresponsive or are no longer actively involved in the project.

Suggested Action

Encourage the podling to identify the gaps left by missing mentors and reach out to the IPMC list to recruit new mentors who can offer the necessary support. It’s important to let unresponsive mentors step down gracefully, as sometimes people underestimate the time commitment involved in mentoring. Mentoring is a key part of the incubation process, and it’s crucial that mentors remain engaged. The podling should also document mentor responsibilities and expectations in their governance guidelines to ensure clarity and avoid future issues with mentor availability.

Reasoning

Mentors are vital for guiding podlings through the incubation process, providing necessary support and oversight. Missing mentors can delay progress and reduce the project's chances of success. By seeking new mentors from the IPMC list, the podling can maintain momentum, ensure proper guidance, and foster a strong mentoring relationship and ensures the project stays on track.

Values

community, governance, transparency

A Single Company Controls the Project's Direction

Situation

The project is primarily driven by a single company, whose interests significantly influence the project's direction.

Suggested Action

Encourage the podling to adopt a more balanced governance model that ensures decisions are made collaboratively and reflect the interests of the entire community, not just one company. Suggest promoting transparency by discussing and documenting decisions publicly on the mailing list. The podling should be reminded that the ASF operates on meritocracy, where contributions and decisions should be based on individual merit, not corporate interests.

Reasoning

When a single company controls the project's direction, it can lead to several risks. It can stifle community involvement, reduce the diversity of ideas, and create an environment where decisions are made to the benefit of one company rather than the project and its community. This creates dependency on that single company, which can undermine the project's independence and long-term sustainability. If the company decides to withdraw support, shift priorities, or alter the project’s direction, it could lead to instability or abandonment of the project. The ASF encourages open, meritocratic governance where decisions are made transparently and based on contributions rather than corporate influence.

Values

community, governance, transparency, merit, independence

Too Much Talk is Happening on the Private List

Situation

The project is having excessive discussions on the private mailing list, which limits accessibility to the wider community.

Suggested Action

Encourage the podling to move most discussions to the public mailing list to ensure transparency and inclusivity. While some discussions may need to remain private for legal or sensitive reasons, most technical and community-related discussions should be open to everyone. Remind the podling that transparency is key to fostering an open and welcoming environment, and encourage them to document decisions and discussions in public spaces where all contributors can participate. If necessary, suggest guidelines for determining what should be discussed in private versus public forums to help maintain balance.

Reasoning

Excessive use of the private mailing list can exclude potential contributors and hinder community involvement. Public discussions allow everyone to contribute ideas, offer feedback, and stay informed about the project's progress. By keeping discussions in the open, the project can foster a stronger, more engaged community and avoid the perception of secrecy or exclusivity. Private lists should be reserved for sensitive matters, such as security issues and appointing committers and PPMC members.

Values

community, open communication, transparency

Excessive GitHub or Version Control Notifications on the Mailing List

Situation

The mailing list is overwhelmed with notifications from GitHub, making it difficult to focus on project-related discussions.

Suggested Action

Suggest that the podling send version control notifications to a separate list dedicated to such updates. This ensures that the main mailing list remains focused on important project-related discussions. Podling can configure the notifications to be directed to a specific "commits" list or similar, keeping the main mailing list clear of unnecessary email.

Reasoning

Constant notifications from version control systems can overwhelm the mailing list, causing important messages to be missed. By separating these notifications into a different list, contributors can stay informed about project updates without being overwhelmed by automated messages.

Values

community, open communication, transparency

The PPMC Members Are Not Looking After the Project’s Name and Brand

Situation

The PPMC members are not actively managing or protecting the project's name and brand, which may potentially lead to misuse or confusion, including by third parties.

Suggested Action

Encourage the podling to follow the guidelines for using a project’s name and brand, ensuring that all PPMC members and contributors understand the importance of proper usage. The podling should also regularly review how their project is represented in both official and community-led materials to ensure consistency and compliance. Additionally, the PPMC should monitor third-party use of the project's brand to ensure it is being used correctly. If necessary, the podling can reach out to ASF Brand Management or ASF Marketing and Publicity for support on trademark or branding concerns and to confirm proper use of the project's name and logo.

Reasoning

A project's name and brand are key to its identity and reputation. Failing to properly manage or protect these can lead to confusion, misrepresentation, by teh project or by third parties. By actively managing the project’s brand and monitoring third-party usage, the PPMC ensures consistency, builds trust, and protects the project's long-term reputation.

Values

community, legal protection

Mentors or PPMC Members Have a Conflict of Interest

Situation

Mentors or PPMC members have a conflict of interest that could affect their objectivity in guiding the project or making decisions.

Suggested Action

Encourage the podling to foster an open dialogue about potential conflicts of interest and establish clear guidelines for disclosing such conflicts. Mentors and PPMC members should be reminded of the importance of transparency and integrity in their roles. If a mentor or PPMC member has a conflict of interest, they should recuse themselves from decisions related to the issue or step down from their role if necessary. Encourage the podling to consult with the Incubator PMC if they require additional guidance on managing conflicts of interest.

Reasoning

Conflicts of interest can undermine trust in the project's leadership and decision-making processes. If not addressed properly, they can lead to biased decisions that may not reflect the best interests of the project or its community. By openly addressing conflicts of interest, the project can maintain transparency, fairness, and integrity in its governance. This will help ensure that decisions are made based on merit and the best interests of the project, rather than individual or corporate agendas.

Values

governance, transparency, community

No PPMC Members Have Been Elected

Situation

The project has not yet elected any PPMC members, hindering its ability to make decisions and move forward effectively, including releasing software.

Suggested Action

Encourage the podling to begin the process of electing PPMC members as soon as possible. The podling should clearly define the criteria based on merit for electing PPMC members, ensuring that those elected have demonstrated consistent contributions to the project. Regularly reviewing and electing new PPMC members will help distribute leadership and decision-making responsibilities. This is especially critical for releasing software.

Reasoning

Electing PPMC members is essential for the project’s governance and long-term sustainability. Without elected PPMC members, decision-making becomes centralized and may lack the broad involvement of the community. This can lead to inefficiencies, a lack of diversity in decisions, and hinder the project’s ability to move forward, including making and approving releases. By ensuring that PPMC members are elected based on merit and contributions, the project can strengthen its leadership, streamline release processes, and build a more collaborative, meritocratic community.

Values

governance, merit, community, transparency

The PPMC is Making Releases Without Holding a Vote on Them

Situation

The PPMC is making releases without following the proper process, bypassing the required vote within the PPMC and the IPMC.

Suggested Action

Encourage the podling to adhere to the formal release process, which requires a vote within the PPMC followed by a vote from the IPMC. This ensures that all relevant members are involved in the decision-making process and provides the project with necessary legal protection. The podling should document the release process clearly in its governance guidelines to maintain consistency and transparency moving forward.

Reasoning

The release process is a critical aspect of the ASF's governance model and must include votes from both the PPMC and IPMC. Skipping the required vote undermines the meritocratic decision-making process, reduces transparency, and potentially exposes the project to legal risks. Holding votes on releases ensures that they are made in accordance with ASF policies, which in turn protects the project and its contributors. This process not only fosters better oversight but also safeguards the project legally, reinforcing trust and accountability.

Values

governance, community, consensus, transparency, legal protection

Having Trouble Getting Software Transferred to ASF

Situation

The podling is encountering difficulties in transferring software to the Apache Software Foundation.

Suggested Action

Encourage the podling to carefully follow the ASF’s guidelines for software donations and transfers. This may involve completing all necessary legal documentation, including the Contributor License Agreement (CLA) for individual contributors and the necessary Software Grant. If there are any uncertainties, the podling should reach out to the Incubator PMC for guidance. The podling should work with mentors and ASF infrastructure to ensure a smooth transfer process.

Reasoning

Proper software transfer is essential for the project to be fully integrated into the ASF. Without completing the transfer process, the project cannot use ASF infrastructure, and it may face legal issues. Ensuring the software is transferred in accordance with ASF policies protects both the project and its contributors.

Values

governance, legal protection, transparency, community

Unsure if ICLA, SGA, or CCLA is Needed

Situation

The podling is unsure whether they need an Individual Contributor License Agreement (ICLA), Software Grant Agreement (SGA), or Corporate Contributor License Agreement (CCLA) for their contributions.

Suggested Action

Encourage the podling to review the ASF's guidelines for contributor agreements and consult with Incubator or ASF Legal for support if necessary. Typically, an ICLA is required for individual contributors to provide code to an ASF project, while a CCLA is optionally used for corporate contributors who require it. An SGA is typically required when donating a software package to the ASF transferring the code to the ASF. The podling should ensure that all contributors have signed the appropriate agreements before accepting code contributions. If there is any uncertainty about which agreement is needed, the podling should reach out to the ASF legal team for clarification.

Reasoning

The ICLA, SGA, and CCLA are essential for ensuring that all contributions to an ASF project are legally authorized and that the project is compliant with ASF’s licensing policies. These agreements help protect both the project and its contributors by clearly defining the terms under which contributions are made and ensuring the proper legal rights are in place. By ensuring the correct agreements are signed, the podling can avoid legal complications and move forward with contributions and project development.

Values

governance, legal protection, transparency

Users’ Questions Are Going Unanswered on the Mailing List

Situation

Users’ questions posted to the mailing list are not being answered, leaving them without support or guidance.

Suggested Action

Encourage the podling to ensure that there is active monitoring of the mailing list and that users’ questions are addressed in a timely manner. Remind the podling that a responsive and engaged community is essential for building trust and fostering participation. The podling should consider assigning dedicated team members or rotating responsibilities to monitor the list regularly and respond to questions. The podling should also encourage community members to help answer questions and offer support when possible, reinforcing the collaborative nature of the project.

Reasoning

Unanswered questions can lead to frustration among users and potential contributors, potentially harming the project’s reputation and slowing its growth. A responsive mailing list fosters a sense of community, transparency, and accessibility, encouraging more users to engage with the project. By addressing questions promptly, the podling can enhance community satisfaction, increase project visibility, and foster an environment where new users feel welcome and supported.

Values

community, open communication, transparency

The Podling is Having Trouble Attracting Contributors

Situation

The podling is struggling to attract new contributors to the project, resulting in a lack of growth and diversity within the community.

Suggested Action

Encourage the podling to make the project more approachable and welcoming to new contributors. This can be achieved by improving documentation, providing clear and concise contribution guidelines, and offering simple, first-time issues for newcomers to tackle. The podling should also consider participating in community events, such as meetups, conferences, or online forums, to engage potential contributors and build a stronger sense of community. Mentors and PPMC members should actively promote the project through blog posts, social media, and other outreach efforts to increase visibility. Additionally, the podling should ensure the mailing list is active, inclusive, and responsive to foster positive communication. It's important to note that other factors, such as vendor influence, can also impact the attraction of new contributors and may need to be addressed in parallel.

Reasoning

Attracting new contributors is crucial for the project's growth and sustainability. Without a diverse group of contributors, the project risks stagnation, resulting in limited perspectives and ideas, as well as fewer people to undertake the actual work. By fostering a welcoming environment and providing clear paths for new contributors, the podling can encourage more people to get involved. Today's contributors are tomorrow's committers. A thriving contributor base also ensures that the project remains innovative, resilient, and capable of handling its long-term needs.

Values

community, open communication

Only a Few Core People from One Company Are Contributing Code

Situation

The project is heavily dependent on a small group of core contributors from a single company, limiting the diversity of contributions and the overall growth of the community.

Suggested Action

Encourage the podling to foster a more diverse and inclusive contributor base by actively engaging with external communities, promoting the project through social media, conferences, and meetups. The podling should also ensure that the contribution process is accessible by improving documentation, creating easy first-time issues, and providing mentoring opportunities for new contributors. Additionally, the podling should work on creating a more balanced governance structure, ensuring that committers and PMC members are distributed across the community, rather than being dominated by a single company.

Reasoning

Relying on a small group of contributors from one company can limit the project’s long-term sustainability and create an imbalance in decision-making. A more diverse set of contributors brings fresh perspectives, reduces the risk of the project becoming too aligned with a single company’s interests, and helps ensure that the project remains open and inclusive. By broadening the contributor base, the podling can create a stronger, more resilient community that can better support the project's goals and growth.

Values

community, governance, merit, transparency

The Podling is Voting on Too Many Things

Situation

The podling is holding votes on too many issues, which can create winners and losers, potentially dividing the community and hindering consensus-building.

Suggested Action

Encourage the podling to reserve voting for significant decisions that require formal approval, such as governance changes, releases, or to record consensus. Routine operational decisions should be handled through discussions aimed at building consensus, rather than through formal votes. The podling should emphasize the importance of fostering collaboration and consensus before resorting to voting. Promoting open discussions on the mailing list to gather community input and foster consensus is crucial for avoiding divisions and maintaining a unified project.

Reasoning

Frequent votes on minor issues can create a competitive, "winner-takes-all" environment, leading to divisions within the community. This approach risks alienating contributors who feel their opinions were not adequately considered. By focusing on consensus-building rather than voting, the podling can ensure that decisions reflect the collective input of the community and avoid fracturing relationships. Consensus-based decision-making fosters collaboration, inclusivity, and a stronger, more cohesive community, which is essential for long-term success.

Values

governance, community, consensus, collaboration

Conversations on the Mailing List Are Primarily Conducted in a Language Other Than English

Situation

The majority of conversations on the mailing list are being conducted in a language other than English, potentially excluding non-native speakers and limiting wider participation.

Suggested Action

Encourage the podling to conduct discussions on the mailing list in English to ensure inclusivity and broader participation. While the project can accommodate non-English conversations in specific instances, English should be the primary language for all official communications, decisions, and discussions. This ensures that contributors from diverse backgrounds can understand and engage with the discussions, regardless of their native language. The podling should remind the community of the importance of inclusivity and work to provide translations or summaries of key discussions in other languages when possible.

Reasoning

Conducting discussions primarily in a language other than English can limit the project's accessibility and exclude potential contributors who do not speak that language. By using English as the primary language for communication, the podling ensures that discussions are open to the entire global community, increasing participation and transparency. This approach fosters a more inclusive environment where all contributors can engage, provide input, and stay informed about the project's progress.

Values

community, open communication, transparency

Interpersonal Conflict Within the Project

Situation

There is significant interpersonal conflict within the project, with contributors displaying hostility or animosity towards one another.

Suggested Action

Encourage the podling to address the underlying issues causing friction by fostering an environment of respect and collaboration. Suggest organising mediation or conflict resolution sessions with the help of mentors, ASF community leaders, or external facilitators if necessary. The podling should emphasise the importance of respectful communication, even when disagreements arise. It is also critical for the podling to create an open and safe space for contributors to voice concerns without fear of retaliation.

Reasoning

Hostility within a project can severely undermine collaboration, slow progress, and deter potential contributors. When contributors disagree with each other, it can lead to a toxic environment that stifles creativity, innovation, and informed decision-making. Addressing conflicts early and promoting respectful discourse ensures the community remains strong, collaborative, and focused on the project’s goals. By setting a positive tone for interactions and providing support for conflict resolution, the podling can restore a healthy and productive working environment.

Values

community, open communication, collaboration

The Project Website Encourages Users to Go to GitHub

Situation

The project website is primarily directing users to GitHub, potentially bypassing the official release process and creating confusion for users about where to find the most stable and official versions of the project.

Suggested Action

Encourage the podling to ensure that the website clearly communicates the official release process and directs users to the appropriate locations for downloading stable versions of the project. While promoting GitHub for contributions, issue tracking, and development discussions is encouraged, it should not take priority over directing users to the official project releases. The website should provide clear guidance on how users can access the most up-to-date and stable versions of the project through official mirrors, release pages, or alternative distribution channels.

Reasoning

GitHub is a valuable tool for project development, but it is not always the most appropriate place for end users to access stable releases or official software. Directing users to GitHub for downloads can lead to confusion, as they may inadvertently download unstable or in-progress versions of the project. By clearly communicating the official release process and ensuring users know where to find stable, tested versions, the podling can provide a better experience for users and maintain the integrity of the project’s distribution. Promoting GitHub as a development and collaboration platform while maintaining a clear release process helps users trust the project’s stability and official releases.

Values

community, transparency, governance

The Podling is Making Progress on the Code, But Has No Website

Situation

The podling is making progress on developing the code, but lacks a dedicated project website to promote the project, provide resources to users, and document its progress.

Suggested Action

Encourage the podling to prioritize the creation of a basic project website. The website should provide essential information about the project, such as its purpose, installation instructions, documentation, and links to the project’s repositories. While the website does not need to be overly complex initially, it should serve as the central hub for users and contributors to easily find official releases, project updates, and opportunities to get involved. The podling should also ensure that the website is updated regularly.

Reasoning

A website is a key resource for both users and contributors. Without one, the project may appear less professional, which could deter potential users and contributors. Having a central, publicly accessible place for users to find information about the project, download stable releases, and understand its goals is essential for growth and community engagement. A well-maintained website also enhances the project's visibility and reputation, providing a platform for transparent communication, documentation, and user support.

Values

community, transparency

Inconsistent Contributor Recognition

Situation

Contributors are not consistently recognized for their work, which can lead to frustration, disengagement, and a lack of motivation to continue contributing.

Suggested Action

Encourage the podling to establish clear, transparent guidelines for recognizing contributions, ensuring that all contributors, whether submitting code, improving documentation, providing support, or engaging in other ways, are fairly acknowledged for their efforts. Recognition should be based on merit, not influenced by the contributor's affiliation or based on future potential. It's essential that contributions are valued for their impact on the project, fostering a culture of fairness and inclusivity.

Reasoning

Inconsistent or inadequate recognition can demotivate contributors and reduce community engagement. Acknowledging all contributions helps to create a positive and inclusive environment where contributors feel valued and supported. Recognizing contributions on a regular basis not only strengthens the community but also fosters an atmosphere where everyone is encouraged to participate and contribute. It ensures that all types of contributions, whether code, documentation, or community support, are seen as valuable.

Values

community, merit, transparency

Lack of Engagement or Timely Responses from Mentors

Situation

Mentors are not providing timely feedback or engagement, leaving the podling without necessary guidance and support.

Suggested Action

Encourage the podling to reach out to the mentors to check if they still want to continue their involvement. If mentors are no longer able or willing to contribute, the podling should request additional mentors from the IPMC.

Reasoning

Mentors are essential for providing guidance during the incubation process. A lack of engagement can delay project progress and create uncertainty for the podling. By reaching out to mentors and ensuring active participation, the podling can maintain the project's momentum. If a mentor is unavailable, bringing in new mentors helps maintain continuity and ensures the podling receives the support it needs to succeed.

Values

community

The Project Has Trouble Making Its First Release

Situation

The podling is facing challenges in preparing its first official release.

Suggested Action

Encourage the podling to follow the ASF’s release process, ensuring they meet all necessary requirements and legal compliance (e.g., LICENSE and NOTICE files). The release process should be clearly documented, outlining steps for preparing, testing, and reviewing release candidates. The podling should seek guidance from mentors and the IPMC to address any roadblocks and break the release process into manageable steps. Emphasize that multiple release candidates may be necessary, as issues often arise during testing. For teh first release, using the "work in progress" disclaimer can help find minor issues with teh release and still get the IPMC vote to pass.

Reasoning

Releasing the first version is a key milestone for the project, and it’s normal to encounter challenges. Following a structured, documented release process ensures that the release is thoroughly tested and legally compliant. Reaching out to mentors and the IPMC for support will help resolve issues faster. Clearly documenting the release steps helps avoid overlooking critical tasks, ensures consistency, and enhances the release’s quality.

Values

governance, community, transparency, legal protection

Lack of Recognition for Non-Coding Contributions

Situation

Non-coding contributions, such as documentation, community engagement, testing, and design, are not being adequately recognized, leading to disengagement or frustration from contributors who do not contribute code.

Suggested Action

Encourage the podling to establish clear and inclusive guidelines for recognizing all forms of contributions, not just code. Acknowledge and celebrate the efforts of contributors who help with documentation, testing, bug reporting, community engagement, and other non-technical contributions. Recognition can be made through release notes, or public thanks on the mailing list. The podling should also emphasize that all types of contributions are equally valuable to the success and growth of the project, helping foster a more inclusive and collaborative community.

Reasoning

Non-coding contributions are often essential for the project’s success, but can be overlooked if the focus is only on code. When contributors feel their work is not acknowledged, it can lead to disengagement and a lack of motivation to continue participating. By recognizing all types of contributions, the podling can build a more inclusive and positive community environment. This approach also ensures that contributors feel valued, regardless of their area of involvement, and strengthens the overall health and sustainability of the project.

Values

community, merit

Absence of a Clear Public Roadmap

Situation

The project lacks a clear and publicly accessible roadmap, making it difficult for contributors and users to understand the project's direction, priorities, and upcoming milestones.

Suggested Action

Encourage the podling to create and maintain a clear, transparent public roadmap that outlines the project's key goals, upcoming milestones, and planned features. The roadmap should be easily accessible and regularly updated to reflect the project's progress, shifting priorities, and any changes in direction. It should be published on the project’s website and shared through other channels, such as the mailing list, to ensure that contributors and users are well-informed. While it’s important to have a roadmap, the podling should also communicate that it's a living document that may evolve over time due to changes in volunteer availability or shifting contributor efforts. Flexibility should be built into the roadmap to accommodate these variations, ensuring that the project remains adaptable.

Reasoning

A public roadmap is essential for aligning contributors and users with the project’s vision and goals. It provides transparency, enabling contributors to understand how their work aligns with the broader objectives of the project. Additionally, a well-defined roadmap helps manage community expectations and encourages engagement by showing clear milestones and progress. Without one, the project may seem aimless or lacking in direction, which can deter new contributors and reduce overall community involvement. Acknowledging that the roadmap may change due to volunteer effort allows for flexibility and ensures that contributors understand changes are a natural part of the project’s evolution.

Values

Community, transparency, governance, collaboration

Building the Project is Challenging

Situation

The podling is facing difficulties with building the project, whether due to complex dependencies, lack of proper documentation, or technical barriers that prevent contributors from successfully compiling or running the project.

Suggested Action

Encourage the podling to identify and document the specific challenges that make building the project difficult. This could include ensuring that the build process is well-documented, simplifying complex dependencies, simplifying teh build process, and providing clear instructions for setting up development environments and building the software. Where necessary, the podling should make an effort to test the build process on various systems and environments to identify potential issues and address them proactively. If there are technical barriers that cannot be easily resolved, consider reaching out to the ASF infrastructure team for advice or help.

Reasoning

A challenging build process can be a significant barrier to attracting new contributors, as it may discourage potential contributors from engaging with the project. Clear and simple build instructions make it easier for contributors to get involved, while a smoother build process ensures that development is more efficient and less frustrating. By improving the build process and documentation, the podling can foster a more welcoming and productive environment for contributors.

Values

community, collaboration

Releases Are Not Being Placed in the ASF Distribution System

Situation

The podling is not placing its releases in the ASF distribution system, which is required by ASF policy.

Suggested Action

Encourage the podling to ensure that all official releases are placed in the ASF distribution system, as required by ASF policy. If the podling is unsure of the process, mentors or the ASF infrastructure team can provide guidance on how to do this. The podling should document this process to ensure compliance with ASF policy.

Reasoning

The ASF distribution system is an integral part of the ASF's infrastructure, providing a reliable and consistent method for distributing official releases. According to ASF policy, all official releases must be made available through the distribution system to ensure that users can reliably download the latest stable version of the project. Failure to use the mirror system can result in confusion for users and potentially lead to the use of unofficial/unreleased versions.

Values

governance, transparency, legal protection

Poor Onboarding for New Contributors

Situation

The project lacks a clear onboarding process for new contributors, which makes it difficult for them to get started and engage meaningfully with the project.

Suggested Action

Encourage the podling to develop and document an onboarding process that includes easy-to-follow contribution guidelines, instructions for setting up the development environment, and a clear pathway for new contributors to follow. Mentorship should be offered to help new contributors navigate their early involvement and provide them with the necessary support and guidance. It’s also important for the podling to create an inclusive and welcoming environment, ensuring that new contributors feel supported and valued from the start.

Reasoning

Effective onboarding helps new contributors integrate into the project more smoothly, reducing the likelihood that they will become frustrated or disengaged. Clear instructions and mentorship enable contributors to make meaningful contributions early on, which can lead to increased investment in the project. An onboarding process fosters a positive experience for new contributors, encouraging long-term involvement.

Values

community, transparency, collaboration

Challenges in Retaining Contributors

Situation

The project is struggling to retain contributors over time, resulting in high turnover and a lack of sustained participation.

Suggested Action

Encourage the podling to foster an environment that actively engages and retains contributors by offering recognition for their efforts, providing regular feedback, and ensuring contributors feel their work is meaningful. Additionally, creating opportunities for contributors to grow their roles within the project, such as awarding them committer status, can help retain them for the long term. Regularly acknowledging contributions and providing consistent support will help maintain momentum.

Reasoning

Retaining contributors is crucial for maintaining a stable and healthy community. Without retention, the project risks losing knowledge, momentum, and consistency. By recognizing and valuing contributions, providing feedback, and offering committership, the podling can build a more committed community that continues to support the project in the long run.

Values

community, collaboration, transparency      

Burnout Among Existing Contributors

Situation

Existing contributors are experiencing burnout due to excessive workload, lack of balance, or being overwhelmed by the project’s demands.

Suggested Action

Encourage the podling to manage workloads more effectively by breaking tasks into smaller, manageable pieces and ensuring a fair distribution of work. In addition to balancing tasks, the podling should focus on recruiting new committers to share the workload and alleviate pressure on current contributors. The podling should also create a schedule that respects contributors' volunteer time and prevents any individual from bearing too much responsibility.

Reasoning

Burnout leads to disengagement, reduced productivity, and the loss of valuable contributors. By distributing tasks more evenly and expanding the team with new committers, the podling can maintain a sustainable pace of work, prevent burnout, and keep the community engaged.

Values

community, collaboration

Lack of Proper Project Documentation

Situation

The project lacks documentation, making it difficult for new contributors to get started and for users to understand how to use, build, or contribute to the project.

Suggested Action

Encourage the podling to prioritize creating and maintaining clear, up-to-date documentation for both users and developers. The documentation should include an overview of the project, installation instructions, contribution guidelines, and any other necessary resources (e.g., API documentation, build process, troubleshooting guides). The podling should also ensure that documentation is easy to navigate and clearly written, with examples and tutorials where appropriate. Contributors should be encouraged to improve or update documentation as they work on the project, ensuring that it evolves alongside the codebase.

Reasoning

Proper documentation is crucial for the success of any open-source project. Without clear documentation, new contributors may struggle to get involved, and users may find it difficult to use or understand the project. Well-maintained documentation improves the overall usability of the project, reduces confusion, and encourages more contributions. It also provides transparency, ensuring that all users and contributors have the necessary resources to engage effectively with the project.

Values

community, transparency, collaboration

Difficulty Adopting Apache’s Infrastructure

Situation

The podling is facing challenges in adopting and integrating Apache’s infrastructure, such as the build system, issue tracking, mailing lists, and version control, which may hinder progress.

Suggested Action

Encourage the podling to thoroughly review the ASF infrastructure documentation and work with mentors to familiarize themselves with the tools and processes provided by the Apache Software Foundation. If the podling is encountering technical issues, they should reach out to the ASF infrastructure team for support and guidance. It is important for the podling to adhere to ASF's best practices and ensure that all contributors are familiar with and utilise the foundation's systems. If the podling has a good reason for doing things differently, they should discuss it with ASF infrastructure.

Reasoning

Apache’s infrastructure is an essential part of the foundation's ecosystem, and using the provided systems ensures that the podling remains in alignment with ASF policies and processes. Difficulty in adopting this infrastructure can slow down progress and create confusion. Ensuring the podling fully adopts and integrates Apache’s infrastructure will improve collaboration, simplify processes, and provide consistency across projects. It also helps the podling align with ASF's standards and best practices, which are designed to support long-term project success.

Values

governance, transparency, community, collaboration, legal protection

The Podling is Ready to Graduate but is Experiencing Difficulties with the Process

Situation

The podling is ready to graduate to a top-level project, but is facing challenges or delays in completing the graduation process.

Suggested Action

Encourage the podling to review the graduation criteria outlined by the Apache Incubator, ensuring they meet all the necessary requirements, including having a sustainable community and following ASF policies. The podling should assess their progress using the maturity model to confirm that they have met the required milestones. If the podling encounters obstacles, mentors should provide guidance and assist in resolving issues or concerns that arise. The podling should reach out to the IPMC for additional support if needed.

Reasoning

Graduation is a significant milestone, and delays or difficulties can lead to frustration and uncertainty. The maturity model serves as a useful tool for podlings to assess their readiness, ensuring that they meet all the required criteria. By addressing any remaining issues and ensuring that the podling has fulfilled the necessary steps, the project can successfully transition to a top-level project. Clear communication with the IPMC and mentors ensures that the process is transparent, smooth, and efficient.

Values

governance, community, transparency, collaboration

There is a Lack of Diversity in Contributions

Situation

The project is experiencing a lack of diversity in contributions, with contributions mainly coming from a small group of people or a single company, which may limit the project's growth and innovation.

Suggested Action

Encourage the podling to actively work towards diversifying its contributor base by reaching out to underrepresented groups, engaging with external communities, and promoting the project to a broader audience. The podling should make the contribution process accessible by improving documentation, creating clear contribution guidelines, and ensuring that first-time contributors have an easy way to get involved. The podling should also provide mentorship opportunities and create a welcoming environment that values all types of contributions, whether technical, documentation-related, or community-building. It’s important to recognize and celebrate all forms of contributions, making sure that non-technical contributions are equally valued.

Reasoning

A diverse set of contributors brings fresh perspectives and innovative ideas to the project, which is essential for its long-term success and sustainability. A lack of diversity can result in a homogeneous project that struggles to address the needs of its users and the broader community. By promoting inclusivity and ensuring that the project is accessible to a wider range of contributors, the podling can foster a more dynamic and resilient community. Diversity in contributions leads to stronger collaboration, increased creativity, and better decision-making, ultimately improving the project.

Values

community, transparency, collaboration

Lack of Transparency in Decision-Making

Situation

The project is experiencing a lack of transparency in its decision-making process, with key decisions being made behind closed doors or without clear communication to the community.

Suggested Action

Encourage the podling to adopt a more transparent decision-making process by clearly documenting decisions and the rationale behind them. Decisions should be made on the mailing lists, where all contributors have the opportunity to participate and provide feedback. The podling should ensure that all relevant stakeholders, including new contributors, have a voice in discussions that impact the project's direction. The podling should foster a culture of openness and inclusivity, where all contributors are encouraged to engage in decision-making.

Reasoning

Lack of transparency in decision-making can lead to a lack of trust and disengagement within the community. When decisions are made in private or without clear communication, contributors may feel excluded or undervalued, which can hinder collaboration and reduce the diversity of ideas. By making the decision-making process transparent, the podling can foster trust, enhance collaboration, and ensure that all contributors have a fair opportunity to influence the project's direction. Transparency also ensures that the project remains aligned with its values and that decisions are made in the best interest of the community.

Values

community, transparency, governance, collaboration    

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