Mentor and administrator agreements

One commitment for everyone

Every organiser and mentor signs the same printed, one-page commitment. They tick the roles that apply to them (organisation administrator, mentor or programme coordinator), list the ideas they mentor, and sign and date it by hand. An organisation administrator countersigns each copy. A scan of every signed copy is published on this page, without personal contact details.

What the commitment says

Everyone

1. Conduct: follow the Code of Conduct, the GSoC programme rules and the AI policy. Reviews, feedback and evaluations are the signer's own work, never handed to an automated system.
2. Responsiveness: reply to contributors and fellow organisers within 48 hours on weekdays.
3. Availability: announce any absence longer than two working days in advance and arrange cover before it starts.
4. Confidentiality: keep applicants' and contributors' personal information, proposals under review, selection discussions and evaluations within the organisers and mentors.
5. Conflicts of interest: disclose any close personal, family, academic or employment relationship with an applicant or contributor, and step back from selecting or evaluating that person.
6. Access: use any repository or configuration access only for the programme, never share keys, and return access when the programme ends.

Mentors

7. About 2–4 hours a week for each contributor, a regular check-in, prompt reviews, backup cover on their listed ideas, taking part in selection (including talking with shortlisted applicants), honest and on-time midterm and final evaluations, and helping the contributor stay involved afterwards.

Organisation administrators and the programme coordinator

8. Administrators prepare and submit Elixpo's application, meet Google's deadlines, make sure every contributor always has a primary and a backup mentor, and handle escalations and conduct reports fairly. The coordinator answers programme questions, keeps the guide, FAQ and timeline accurate and runs community sessions, and does not mentor or review code.

Stepping down and publication

9. Tell the administrators early and hand over work if the commitments can no longer be met, so no contributor is left without support.
10. Agree that the signed commitment is published here, without personal contact details.