Reps/SOPs/Joining

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Joining

While the Mozilla Reps program is open to all, becoming a Mozilla Reps involves a short but rigorous application process to make sure those interested are motivated and ready to take on a leadership role within the Mozilla community. During the Onboarding period and the various steps, if there are no reply from the applicants in a range of three weeks on the ticket, the application will be closed also if approved.

Webinar

In the second half of 2016 we came to the edges of our possibilities to assign all new Reps to new mentors and having a quality onboarding experience. We are currently using a Webinar to make the on-boarding part easier, as well as working on Coaching materials and new coaching training to on-board new coaches. The Webinar experiment turned out to be a success, therefore this is the current standard approach for all new applications.

• With a common Webinar we can reuse material used for on-boarding and educate Reps about the Reps Program and responsibilities
• With a common Webinar we can reduce the resources needed on the Coaches/Mentors side
• With a straight-forward screening process we can quickly identify good applicants and therefore reduce the time needed for the processing of an application

Workflow

Screening applications

Initial actions in the application:

• Initial check according to the Selection Criteria
• To make it easier, the following text is posted to give background on why there is an additional vouch necessary on the Reps application

@X, @Y: You have been added as a voucher for this application. Please note that this is different from the vouch on mozillians.org. The vouch here is for the Reps application at hand, not general participation within Mozilla.

We would like to know more from you about the following questions regarding the applicant:

• How has the applicant impacted the community you are working in?
• How would you qualify the applicant’s skill regarding mobilising the communities the applicant has been working with?

If you don’t feel comfortable vouching for the applicant or think the applicant is not ready for Reps yet, it’s fine to not answer these questions at all.

Thanks in advance,

<name of Council member>

on behalf of the Onboarding Team and the Reps Council

Screening after application is completely filled out: Information about the screening process can be found at ReMo/Webinar/Screening.

The final decision will be communicated to the applicant according to the Screening documentation and further steps are taken for the Webinar if accepted.

Situation about Coaching

Currently we have a bottleneck in terms of available Coaches/Mentors. We want to assign one Coach per Rep to enable personal development and having someone to talk to about possible questions Reps might have. We have on-boarded new Coaches in November 2016, and we will continue to do so in Q1 and Q2 of 2017. This will help us to get out of this bottleneck and enable us to have a good base for personal growth of Reps.

Right now, we will be assigning the Reps Council as Coach for new Reps during this experiment, until on-boarded Coaches have enough capacity to take on new Reps. At that point we will transfer the new Reps to the Coaches. We are still working on details for the Coaching training to make sure that this bottleneck can be solved and we can on-board new Coaches regularly.

In this time, Reps can contact the Reps Council for any questions around the Program and Mozilla. Additionally we will encourage Reps to talk to other Reps through the Telegram group as well as Discourse.

Step 1 - Submit application

You can find all criteria regarding your Reps application on the Selection Criteria page. Please read that to make sure your application fulfills all requirements. Next fill out and submit the MozillaReps application form. We require all applicants to have at least one vouch from another Rep in the application bug. We would recommend to include 3 vouches, but we value quality over quantity. Also please make sure that your Mozillians profile is vouched. Once these vouches have been verified by the Reps Council, you will be put in the queue to be screened.

Whiteboard status for applications

Missing Info: Application has obviously missing information based on Application Criteria

Pending References: Application hasn't gotten any references yet

Next screening round: Planned to be screened in next application round

Step 2 - Screening

Based on the selection criteria a group of Council members will screen the pending applications regularly. Currently we are planning to run this screening every 2 weeks. This means that if you don't hear back from us within 3 weeks, we missed the application and ask you to write a mail to the [Council] reminding us. Qualifying applicants will be marked as "Webinar" to be included in the next round of the Webinar. Applicants that do not show a strong track record will be rejected with an appropriate explanation and their application will be closed.

For future rounds of Webinars we are considering creating a dedicated group of Reps to do this screening.

Step 3 - Webinar

Once we have a good number of applicants, we will run a Webinar. This will teach all applicants about the Reps program, it's role, and Reps' responsibilities.

Check ReMo/Webinar for Webinar related content.

Whiteboard status for applications

Webinar: Application was screened and accepted. The applicant is now in the phase to do the Webinar steps.

Step 4 - Orientation period

• Return the Mozilla Rep Agreement signed and sent by email
• Council invites Rep to create a profile on the Reps Portal
• Add the Reps to the queue to get a mentor
• Council subscribes Rep to ReMo mailing list
• Creation of Bugzilla account (if they don't have one already)

Once these steps are done, the ReMo/SOPs/Mentoring/Orientation Period starts. The Orientation Period will last 3 months, to make sure that Reps are well fitted for their responsibilities. Reps will need to create Reports on the Reps Portal to document their work. The Reps Council will decide who will proceed to being an official Rep after those 3 months according to the submitted reports.

Whiteboard status for applications

Agreement not signed (Webinar): Agreement needs to be signed by applicant and NDA invite accepted on mozillians

Orientation Period (Webinar): Applicant is now in the Orientation Period

Tools used in the Webinar workflow

• Webinar (Air Mozilla)
• Bugzilla for applications
• Mozillians.org profile
• eMail for coordination
• Reps Portal for the Reps profile
• Wiki for information about SOPs