ReMo/SOPs/Mentoring/Screening

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Note.png
Note
Currently screening is done by members of the Council, not mentors. However, the rest of the text still applies.

Screening new applicants

As a Reps mentor it is your responsibility to review applicants from your region and guide them through the process of becoming a Mozilla Rep. Once a new applicant is assigned to a Mentor, the Screening process shouldn't take more than 7 working days.

Applicants assignation

People interested in joining the program submit an application form that creates a bug for them in bugzilla. The Reps leadership team review these bugs and assign a mentor to screen them based on location, functional area and number of mentees.

Hi [applicant's name],

Many thanks for applying to join the Mozilla Reps program. [Mentor's name], has been assigned to be your mentor and 
he will be contacting you shortly to guide you through the next steps of the application process. 

Stay tuned!

Bug Status : ASSIGNED
Bug Whiteboard : Mentor assigned

If the applicant is clearly not ready for the program, he can be discarded in this phase directly following Scenario C process.

When you’ve been assigned a new applicant to review you should receive an email with a link to the application bug. You can also search bugzilla to find all of the applicants assigned to you.

Step 1: Initial screening

The bug you've been assigned contains all the information an applicant submitted when applying. Read carefully through this information and decide whether or not you think this person is a good candidate to become a Mozilla Rep.

After you’ve read an application form, you have several choices:

  • Accept the applicant
  • Reject the applicant
  • Interview the applicant

Step 2: Assessment

Scenario A: You think this person is a strong candidate

If you think that accepting him into the program is a no-brainer (either because you know the applicant already and/or you just know the person would be a fantastic Mozilla Rep), you must still interview this person to better understand their goals and how to support them. Please follow the instructions in Scenerio B.

Scenario B: More info/contact needed

Bug Status : ASSIGNED
Bug Whiteboard : Meeting Requested

If you think the person is a strong candidate but you would like to get to know him/her better, touch base with the applicant by email and set up an short interview with the him/her that same week (or when available). Once the candidate response, then reach out to confirm the best method of communication.

Email example: Click here to launch mail

Subject: Mozilla Reps application – next step 
Hi [name of applicant], 
Thanks for applying to join the Mozilla Reps program!

I'm [your name] and I will guide you through the rest of the application process . 
I would like to set up a short chat interview with you this week to ask you a few questions.

Please let me know if you would be available at [suggest different times]. 
Thanks very much and look forward to speaking to you!

[your name] 
Mozilla Reps Mentor


Scenario C: Not yet ready for ReMo

Bug Status : RESOLVED WONTFIX
Bug Whiteboard : Scenario C - Mail Sent

If you are convinced that, based on the information submitted by the applicant and/or on your personal experience with the applicant in the past, the applicant is not suitable to become a Mozilla Rep at this point, then contact the person and inform them that they are not yet ready to join the program. it's very important to explain to them that they can re-apply to the program later when they feel they have acquired enough experience. If you're hesitant, inform the council and ask for advice on what to do.

For suggested acceptance criteria please follow ReMo/Application_Process/Selection_Criteria.

Email example: Click here to launch mail

Subject: your Mozilla Reps application 
Hi [name of applicant],

Thanks for applying to become a Mozilla Rep. Based on the information you submitted, 
the Mozilla Reps Council agreed that it is too early for you to apply to the program. 

Mozilla Reps is a program for Mozilla volunteers who have been active for some time in the 
project and have demonstrated strong leadership in their community.

We encourage you to re-apply when you have gathered enough experience participating in the project.
In the meantime, we encourage you to explore ways to get involved, either through this great resource:

http://www.mozilla.org/contribute/

by contacting your local community:

http://www.mozilla.org/contact/communities/

or by getting in touch with a local Mozilla Rep in your region:

https://reps.mozilla.org/people/

Thanks again for your interest in Mozilla Reps.

[your name] 
Mozilla Reps Mentor


Scenario D: applicant under 18

Bug Status : RESOLVED WONTFIX
Bug Whiteboard : Scenario D

Currently, it is not possible for a person under 18 years of age to apply to join the Mozilla Reps program.

Hi Joe, 

thank you for your interest in joining the Mozilla Reps program. Unfortunately, we cannot accept applications from 
people under 18 years of age. 

We strongly encourage you to re-apply when you have gathered enough experience participating in the project and when
you are over 18. In the meantime, we encourage you to get in touch with a local Mozilla Rep in your region to learn how to 
get involved (see https://reps.mozilla.org/people/)

Thanks very much for your interest in Mozilla and we hope you re-apply to the program in the future. 

William Quiviger
Mozilla Reps Mentor

Scenario E: Applicant did not finish the application process

In the event that a mentor accepts an applicant but this applicant does not fully complete the application process within 1 month of applying, the mentor must close the bug. Once an applicant is accepted, he/she must complete all the steps of the application process (see "Checklist" below) within 1 month.

NB: in some cases, before closing the bug, the mentor needs to undo some of the steps the applicant did make during the application process (eg. "Create a profile page"). For example, if the applicant created a Profile page but did not subsequently complete the application process, the mentor needs to delete this profile page.

Bug Status : RESOLVED WONTFIX
Bug Whiteboard : Scenario E

For suggested acceptance criteria please follow ReMo/Application_Process/Selection_Criteria.

Step 3: Interviewing the applicant

Bug Status : ASSIGNED
Bug Whiteboard : Meeting Scheduled

Make sure to keep the interview short and not too formal. Below, are examples of questions you might want to ask the applicant. Please adopt those to the current needs of the Mozilla Reps program if necessary.

  • When and why did you first start contributing to the Mozilla project?
  • How much time do you spend contributing to the project every week on average?
  • Are you comfortable speaking in public?
  • Have you ever organized a community event before?
  • Have you spoken to the press before?
  • What would be the first project you'd work on if you became a Mozilla Reps?
  • What do you think you would be able to do inside Reps that you are not able right now?
  • What do you do inside the community?
  • What is Mozilla about for you?
  • If would have to choose one value from the manifesto, what would it be? Why?
  • Have you ever explained Mozilla to other people? How?

Step 4: Communicating Your Decision

Bug Status: ASSIGNED
Bug Whiteboard: Pending Signature

If you think the interview went well and/or that applicant is clearly ready to become a Mozilla Rep, contact him/her by email to inform him of the good news, but also to explain the next steps.

NB: if you have decided NOT to accept them into the program after interviewing the applicant, please follow the steps described in Scenario C of step 2.

Note: The applicant needs sign and return the agreement first and you will need to create his account on the reps portal in order to be able to fill his profile. Check the orientation process

Hi [name of applicant],

Thanks again for applying to become a Mozilla Rep [and for taking the short interview (if applicable)].
I'm thrilled to inform you that the Mozilla Rep council's accepted you into the program :)
I've been assigned to be your program mentor meaning I'll be your main contact person for 
the program if you have any questions or concerns. 
I'll also help you get started and help monitor your activity in the program.

So let's get right down to business! Here are the next steps for you in order to become an official Mozilla Rep:
• sign and return to me by email the Mozilla Rep Agreement [1]
• Once the agreement is received and stored you will get access create a user profile on the Mozilla Reps website [2] as outlined in the User Profile SOP [3]
• read through and get familiar with all the ReMo tools [4]
• read through and get familiar with all the SOPs [5] 

As soon as we have received your signed Rep Agreement, you're all set! 

I will follow up and we will set an orientation call in two weeks.
Of course, if you have any questions before that, feel free to ask away :)

[your name] 
Mozilla Reps Mentor

[1] https://wiki.mozilla.org/images/4/4b/Mozilla_Reps_Agreement.pdf
[2] https://reps.mozilla.org
[3] https://wiki.mozilla.org/ReMo/SOPs/User_Profile
[4] https://wiki.mozilla.org/ReMo/Tools_and_Resources
[5] https://wiki.mozilla.org/ReMo/SOPs

Formally accepting the applicant into the program

When the mentor feels his/her mentee is ready to become a Mozilla Rep and has sent his signed Mozilla Reps agreement (which should be forwarded to Konstantina Papadea <kpapadea at mozilla.com>) then the mentor must officially accept the applicant into the program by changing the applicant's status on bugzilla.

Bug Status : ASSIGNED
Bug Whiteboard : Orientation Period

Next Steps

Once you've accepted an applicant to the program they enter the orientation period.