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Based on feedback, @devinmaeztri and I have updated and simplified the previous information into this one post. The goals of these changes are:
change the role names so they are more universally translatable
simplify the number of applications needed to contribute
simplify the overall contributor journey
clarify the tasks and expectations for the various contributor roles
create support for our mentorsEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. so they can be more successful
create a Help Path to help the work flow more smoothly
specify the DeputyProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook./Community Admin tasks so their contribution is more evident and the necessary tasks are getting done
To accomplish these goals, we suggest the following changes.
Name Changes
WordCampWordCampWordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more.MentorEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues./DoActiondo_actiondo_action hackathons are community-organised events that are focussed on using WordPress to give deserving charitable organisations their own online presence. Learn more on doaction.org. Mentor/MeetupMeetupMeetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. Mentor become Event Mentor. Community DeputyProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. becomes Community Admin. Super DeputyProgram ManagerProgram Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. becomes Community Advisor.
Updated Role Descriptions
Community Team Member: participate in the Make/Community SlackSlackSlack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/. channel or attend WordPress events Event Organizer: organize local events that promote WordPress and Open SourceOpen SourceOpen Source denotes software for which the original source code is made freely available and may be redistributed and modified. Open Source **must be** delivered via a licensing model, see GPL. Event Mentor: help guide and unstick event organizers Community Admin: support mentors and help with the technical side of event organizing Community Advisor: guide all other contributing roles with a particular focus on what’s best for our community now and in the future
Contributor Journey Visuals
This is the current contributor chart. The arrows show the various paths you can take to get from one role to another. As you can see, each area requires the contributor to submit an application to change roles.
The chart below is based on the recommended updates. It allows community team members who want to contribute beyond organizing events to submit one application and be filtered into the supporting role that fits them best or appeals to them most.
It also allows flexibility, so individuals who are ready can move directly into a Community Admin role without being required to first be a mentor.
How We Work
The Community Team is committed to working as publicly as possible for transparency and the education of all. Questions should be asked as publicly as the content allows so that we can learn and grow together. Delicate situations will be managed with caution and respect by more than two people so important information does not become lost while keeping the necessary people informed.
Demonstrate exemplary behavior that aligns with the WordPress community standards, it’s values, and both code of conducts, including no previous incidents or conflicts with the Community Team
Successfully finish the required training courses
Exhibit collaborative, community-minded communication skills
Be organized and reliable
Be able to meet with event organizers and other community members when necessary on Slack, Google Meet, and/or Zoom, your choice
Additional requirements specific to becoming a Community Admin
Consistently supports WordPress communities and organizers with strong understanding of the global program
Participates regularly in Community Team discussions and decision making
Successfully complete ALL organizer-related courses
3 references from event organizers or current Community Admins
Additional requirements specific to becoming a Community Advisor (in process)
Consistent participation beyond the basic requirements
Ability to be consistently available
3 references from fellow Community Admins or current Community Advisors
Tasks by Role
ROLE
TASKS
Event Mentors
Monthly – Check in with your event organizers – How’s the budget? – How’s the timeline? – Are they facing any blockers? – Do they have any issues within the organizing team? – Use the Help Path to answer questions for your event organizers – Attend each monthly Community Team meetings, async is fine – Report about your event’s progress in the monthly Community Team meeting – Report about your event’s progress on the monthly Make/Community Post
Yearly – Check in with your assigned meetup organizers – determine the meetupsMeetupMeetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. status – by video, if possible – Assist in finding new meetup organizers as needed – Update the Meetup spreadsheet with the status of your meetups – Report Meetup updates to your Community Admin so Admins can maintain the event trackers
Note: WordCamps will only be mentored by lead organizers who have successfully led a WordCamp.
Community Admins
Monthly – Vet at least 1 event application – Give at least 1 event orientation – Keep the Event Trackers up-to-date based on mentor feedback – Triage HelpScoutAttend each monthly Community Team meetings, async is fine – Help fellow Admins in decision making in #community-Admin – Answer questions in #community-event and #community-team when possible – Update documentation as needed
Quarterly – Perform 1 Budget Review – Send 3 swag shipments – Triage HelpScout – Check in with your assigned Event mentors
Mentor events, as they choose and qualify. If mentoring an event remember to: – Report about the progress of events you are mentoring on the monthly Community Team meeting – Report about the progress of events you are mentoring on the monthly Make/Community Post
Community Advisors
As possible – Perform budget reviews – Perform the tasks of Community Admin and Event Mentors
Continually – Support Community Admin and Event Mentors – Discuss and advise on difficult topics and incidents that impact the community – Create precedent for the global community – Choose solutions that build a long-term, stable community – Final review of Incident Response issues, when needed
While @devinmaeztri and I have been working on ways to make our current mentorEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. program more flexible and inclusive something interesting came to light: our current contributor journey is more like a maze than a ladder.
The Community Team has multiple areas of contribution, most of which can only be accessed through separate applications. This makes the system difficult to navigate and can result in frustrated contributors, as well as a lot of extra unnecessary questions and tasks to be done.
Beyond the difficulties of moving between the roles, questions arose about overlapping roles and access to tools. We realized we could continue as we have and continue to build on the complex structure we have now, or we could choose as a group to make some small changes that refine the entire contributor experience.
Before we dive into those changes, let’s take a look at our current contributor ladder.
Our Current Ladder
Here you can see what I’m talking about. We require a new application to move from one stage to the next. Each application takes time to vet and then onboard, and each comes with its own separate information and processes. That creates extra work for everyone and a frustrating path for contributors. No one wants that.
New Options
Either of these new contributor ladders would help streamline our process, and each option would be simple to implement alongside the other mentor program updates.
Option 1: We improve just the Mentor Program and leave the DeputyProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. Program as is, creating two disconnected contributor opportunities and a new oversight role for mentorsEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.. (below left)
Option 2: We combine our contributor paths into a single contributor ladder that starts everyone at one of three mentor opportunities and provides advancement to move up. Community DeputiesProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. get a name change and move into the new mentor oversight role. Super DeputiesProgram ManagerProgram Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. primarily get a name change. (below middle)
Option 3: We create a single ladder with the addition of the Mentor Advocate/Support role between Mentors and Community Advocates (Community Deputies). Mentor Support would help guide the growing group of mentors and interact more closely with Community Advocates, so they have a chance to learn what’s involved in the next stage of contribution.
If we’re already restructuring some of our roles, it’s reasonable to consider an additional change, which in this case, also simplifies things.
Option 1: The New Ladder under the Proposed Updates
This model still has a division between deputiesProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. and mentors, but fewer hoops to jump through. If someone wants to take on multiple mentor roles and qualifies, then they can more simply change or add those responsibilities.
However, it does still require that any mentors who want to become deputies, and vice versa, must submit an additional application. It also brings up the question: What is the difference between Mentor Advocates and Deputies?
Right now, the roles are set up with completely different tasks and responsibilities, and you can see those here. That was done intentionally to create an option that kept the two programs separate similar to how they currently exist. But it doesn’t have to stay that way.
Option 2: A Unified Contributor Ladder
In a unified ladder, Community Deputies can be renamed and smoothly moved into the mentor oversight role as Community Guides. A reasonable move as their tasks already involve supporting our events and community.
This move would allow Deputies/Community Guides a closer connection to mentors and through them the a wider interaction with more of the community. It also has the potential to create a more satisfying contributor experience as roles can expand into new areas of community support and offers options for dividing up some of the tasks that can become repetitive, like vetting.
Super Deputies, or Community Advocates as is suggested, would maintain their high level support and oversight role, and would largely stay the same for now.
We’ll also need to consider:
Adjusting the Mentor Advocate role to combine in the current Community DeputyProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. tasks and expectations.
Adding in requirements for moving into the Super DeputyProgram ManagerProgram Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule./Community Advocate role.
Discussing dividing the vetting process into two parts: Public Search and Private Search.
Determining if all Community Deputies will be moved into the Community Guide role; or if those that don’t have mentorship experience will be asked to become a mentor for awhile.
Option 3: A Unified Ladder that Includes the Mentor Support Role
Based on feedback, we’ve added a third option. This one is similar to Option 1, and creates a singular connected path like Option 2.
Like Option 1, the Community Deputy and Super Deputy roles and duties stay as they are. Their name would change. Like Option 2, the contributor roles are all connected into one ladder and we create one unified application for everyone contributing at the Mentor level and above.
The Mentor Support/Advocate role would be added in to create support for the new mentors and to give veteran mentors a path to becoming a Community Guide/Deputy. The Mentor Support role would focus on mentoring events as they choose and Community Guides would continue the tasks they have traditionally done. In the future, we could discuss sharing some of the responsibilities, like vetting, but that is not in the current plan.
What can you do?
In the comments, please share your thoughts on Options 1, 2, and 3, as well as whether you’d prefer to leave the Contributor Ladder as it is. Have your comments in by 28 March 2023.
If you’re interested in reading learning more about the proposed changes to the mentor program, read the separate post creatively titled: Updates to the Mentor Program, and leave your feedback there.
@devinmaeztri and I have been working on ways to make our current mentorEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. program more flexible and inclusive, and here is our proposal.
The goal is to define the information around existing and new roles so contributors know what to expect when signing up. Then, to have a balanced set of tasks that get the necessary work done without making it overwhelming.
Updated Expectations, Requirements, Etc. for Our Contributor Roles
The information in the blue boxes below applies to all mentorsEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues..
Basic Information for Mentors
The information in this box applies to all mentors.
Expectations
Help other organizers have a great time planning events
Help organizers avoid problems before they become problems
Help make events easier to organize and improve attendee experience
Time Commitment
At least 4 hours a month, depending on your desired level of involvement.
Qualifications
Successful lead or co-organizer of the type of event you want to mentor — both financially and in team management
No previous incidents or conflicts with the Community Team. This includes any incidents and conflicts within the WordPress project sphere and any events you were involved in.
Requirements
Finish the appropriate training courses and pass the quizzes
Exhibit appropriate communication skills
Be organized and reliable
Be able to meet with event organizers and other community members when necessary on SlackSlackSlack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/., Google Meet, and/or Zoom, your choice
Help Path
Check the handbook
Next, ask your fellow Mentors
Ask the Mentor Advocates/Community Guides
Ask a Community DeputyProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. (if position remains)
Ask a Super DeputyProgram ManagerProgram Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule./Community Advocates
To better support the community, we are proposing that we add three new roles to our Mentor program. Two would operate similarly to our WordCampWordCampWordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Mentors: MeetupMeetupMeetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. Mentors and do_actiondo_actiondo_action hackathons are community-organised events that are focussed on using WordPress to give deserving charitable organisations their own online presence. Learn more on doaction.org. Mentors
The third addition would be Mentor Advocates, or Community Guides. This third role would oversee the mentor program as well as take on event mentorship responsibilities if they choose. If Community DeputiesProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. are moved into this role as Community Guides, then we would also be able to consider dividing up tasks like vetting.
Combining our DeputiesProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook., Super DeputiesProgram ManagerProgram Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule., and Mentors into one program with a single-application Contributor Ladder is being discussed in this post. You are welcome to leave your thoughts. And note, regardless of what’s decided, our suggested updates can flex to fit either contributor option.
Mentor Tasks
Similarly to above, all mentors will perform the common tasks in this blue box:
Answer questions from meetup organizers when you can. If you don’t know the answer, follow the Help Path
Offer advice on procedure
Share knowledge based on past experience organizing
Keep up-to-date on what’s happening in the Community Team
Learn about new tools, developments, and decisions made by the Community Team
Participate in the monthly Community Team meetings
On the third Thursday, attend the monthly asynchronous Slack check ins
Additionally, each role will also have a unique set of tasks, which are listed below. Currently the resource are available for all of the proposed tasks. Many of the future tasks would be simple to add if deputies are moved into the mentor oversight role.
Meetup Mentors
Proposed tasks: – Check in with your list of meetup organizers at least 1x/year to determine the meetupsMeetupMeetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. status (possibly at least once over video) – Update the Meetup spreadsheet with the status of your meetups – Assist in finding new meetup organizers as needed
Possibly future tasks: – Do an initial vetting of Meetup applications using a new list/process (without access to HelpScout or the tracker) – Process Venue Support requests (if it can be done outside of the tracker, possibly a first round)
do_action Mentors
Proposed tasks: – Similar to WordCamps (Cate needs to update)
Possibly future tasks: – Do an initial vetting of do_action applications using a new list/process (without access to HelpScout or the tracker)
WordCamp Mentors
Proposed tasks: – Check in with your WordCamp organizers at least 1x/month – Report about your WordCamp’s progress both as part of the monthly Community Team meeting and on the monthly Make/Community Post
Possibly future tasks: – Help check venue agreement including the terms and conditions before signed by WordCamp CentralWordCamp CentralWebsite for all WordCamp activities globally. https://central.wordcamp.org includes a list of upcoming and past camp with links to each. – Do an initial vetting of WordCamp applications using a new list/process
Mentor Support or Advocates or Community Guides
Additional requirements: – Successfully held two of the individual mentor roles – Consistently worked toward the good of the community – Participates regularly in Community Team discussions and decision making – Completed ALL organizer-related courses and finished the tests
Proposed tasks: – Answer the questions of other mentors when you can. If you don’t know the answer, follow the Help Path. – Report about the progress of events you are mentoring both as part of the monthly Community Team meeting and on the monthly Make/Community Post
Possibly future tasks: – Assign tasks for vetting – Support other mentors as they vet applications – Vet meetup, do_action, and WordCamp applications as they come in – Process Venue Support requests (if it can be done outside of the tracker, possibly a first round) – Vet new mentors – Onboard new mentors
Now it’s your turn.
We’d appreciate feedback on these ideas. While we hope to begin implementing many of them as soon as possible, it’s good to remember that this is an organic project that will evolve over time. Things can be tried and undone or adjusted as needed down the road.
Please leave your thoughts below by 28 March 2023.
To better serve the community and the Community Team, @devinmaeztri and I are working to improve our current MentorEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. program. We believe this project will help get rid of gaps in our current roles and create a smoother functioning Community Team with room to grow.
An Overview
End date: 31 March
4 Issues addressed in this post
update or create role information and tasks
add in new Mentor roles to help our growing community and team
retire the “DeputyProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook.” title
build for the future
3 Discussion Posts planned starting with this one
The Main Elements
Craft More Accurate Role Information and Task Lists
The project will start by looking at where we are and end with clearer information about new and existing roles.
Evaluate the current roles and their descriptions, qualifications, and expectations.
Evaluate the current assigned tasks and see if they need better descriptions or adjustments to make them more manageable to accomplish.
Create descriptions, qualifications, expectations, and clearly described tasks for any new mentor roles added.
For reference, find the current roles and expectations on the Community Team’s Team Projects page.
Add in MeetupMeetupMeetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook.MentorsEvent SupporterEvent Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. and Mentor of Mentors
Meetup Mentors: We currently have a group of Meetup Reactivators that we would like to invite into the Community Team to continue their meetup outreach. If our meetupsMeetupMeetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. are the heart of what we do, then having a group and system in place that provides regular check-ins should help keep them strong. It also provides a nice first level of activity for new members.
Mentors of Mentors: These would likely be our current Super DeputiesProgram ManagerProgram Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. with opportunities to promote other veteran mentors as they qualify.
Mentors of Mentors would continue to support our other mentors and have responsibilities within the Community Team around nurturing growth. They could also mentor WordCamps as they choose.
We would continue to have the existing roles of WordCampWordCampWordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Mentors and Community DeputiesProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook./Community Mentors with similar responsibilities to what they have now.
Current Contributor Roles
WordCamp Mentors Community Deputies Super Deputies
Future Contributor Roles
Meetup Mentors WordCamp Mentors Community Mentors Mentors of Mentors
Change the Community DeputyProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. Title
The word “deputy” has two significant drawbacks.
It’s difficult to translate in some languages while in others the word doesn’t even exist.
In the US, it’s a term used to describe enforcement which does not represent the nature of the role well.
Our deputiesProgram SupporterCommunity Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. are already mentors who are working to nurture the community, often in more technical ways, but still interacting with the community.
Because of that and the reasons above, we suggest changing:
Community Deputy → Community Mentor
Super DeputyProgram ManagerProgram Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. → Mentors of Mentors
The responsibilities would be similar (with some refinement) to current duties, but we’d have names that fit a more global community and better reflect what the Community Team is trying to accomplish.
Build a Foundation for Future Growth
A Single Unified Application: Along with refining the names, descriptions, and tasks, we also plan to create a single unified application and onboarding process as well as a clear contribution ladder. We think this will provide a smoother introduction to the Community Team and give contributors goals to grow towards.
A Removal Process: With onboarding, we’ll also need to create a path for removing inactive contributors as well as people who end up in the wrong roles. Not everyone fits every role. Let’s create other opportunities where contributors can make the best use of the skills they have instead of being stuck in a role that doesn’t fit. Maintaining a healthy community requires attention to this aspect as well.
Overall, we’re hoping all of the changes mentioned in this post create one solid foundation for the future of all of our programs.
The Community Team’s Role
We want to work alongside the group as a whole to refine our Mentor Program to better benefit us all. In order to do that, we need your support and feedback.
Please comment below your thoughts regarding the project, and particularly about some or all of the following:
Changing the name of Community Deputies and Super Deputies.
If it’s too confusing to have all roles under the Mentor heading.
What current tasks function effectively, and which don’t.
New tasks you think it could be useful to add.
Adding in a Meetup Mentor role.
Adding in a Mentors of Mentors, and if the name is a good fit.
