• Diff for "Teams/DebConf/Bursaries"

Introduction

In DebConf, we use some of the funds raised to cover some travel costs, accommodation and food to allow more Debianites to attend the event.

The bursaries do not cover any other costs, like coffee at the airport or ride-sharing during the stay. It's important that someone who applies for a bursary also realises that it may take some while to get paid back via a trusted organisation.

Bursaries are applied for during the registration process in the web interface, this web interface is backed by Wafer, a free software conference management system.

Team membership in bursaries team

3 types of users exists in Wafer:

• Regular Users: These are people who have registered on the site, who may have requested a bursary.

• Bursary Referees: These are people who can rank regular users based on our criteria.

• Bursary Admins: These are the admins who assign users to referees, and ultimately grant the bursaries.

Here is a table that lays out the permissions:

Source: https://salsa.debian.org/debconf-team/public/websites/dc19/issues/24

walk through in wafer

How to claim back

If you're looking for information on how claim your bursary, see: https://wiki.debian.org/Teams/DPL/Reimbursement for more information.

DebConf bursaries alias

To manage bursaries@debconf.org, ...

DebConf bursaries step-by-step guide

Basically, the bursaries process can be separate in 2 parts: First part before DebConf and the second part after DebConf. This process will be explain bellow.

First Part

Defining person who will coordinate DC bursaries process

Is necessary define a person to coordinate bursaries process, in general is a person who already did this kind of task before an know about DebConf tasks.

Defining deadline for applications

It's preferable defining about 5/6 months before DebConf date a deadline to bursaries application. It's important schedule the deadline considering that people will need time to arrange travel details as visa or vaccination.

Opening call for bursaries team volunteers

It's necessary a team to review the applications, there's no a exact number of people. There's no problem if you are a newbie.

Start analysis application

Review applications

Publish bursaries result

Deadline for acceptance bursaries confirmation

Second Part

The process that happened after DebConf will be described bellow.

Send the list of people who had bursaries approved

=== Receiving the reimbursement request === === Checking person information and receipts === === Contact people who attend DebConf and didn't request reimbursement ===

Close financial tasks

General information

• DebConf team can define a budget for bursaries, the bursaries admin can help to provide information about the bursaries budget in last DebConf.

TODO

Add:

• What about videoteam?
• What about next year's team?
• What about payments on-site?

• Scripts on https://salsa.debian.org/debconf-bursaries-team/bursaries

  • https://debconf19.debconf.org/bursary/admin/export/referees > data/evaluations.csv

  • https://debconf19.debconf.org/bursary/admin/export/requests > data/bursaries.csv

  • apt install python3 graphviz
  • git clean -f
  • make output/contrib_travel_rank.pdf
  • make output/outreach_travel_rank.pdf
• To get output to import back into wafer:
  • make output/accepted_travel_wafer.csv
  • make output/accepted_food_wafer.csv
• note from dlange:

  • 15:13 < DLange> o.k., just to sum up for next year: please 1) review earlier, 2) don't base on dates, 3) incorporate local transport cost and 4) be fair as in get people that fly from $place all the same grant *if* you need then it's only fair that they get the same level of adjustment

• https://salsa.debian.org/debconf-team/public/websites/wafer-debconf/blob/master/bursary/models.py