From Fedora Project Wiki
This is a draft only ! Mainly focused on FUDcon travel subsidy process !
The Committee
- The committee shall responsible for granting the travel sponsorship.
- The composition of the committee shall be determined by the organizers of the event.
- The committee should be named before the announcement of the opening subsidies.
- The deadline should be clearly noted with the announcement of the opening subsidies.
- Deadline for applying for the travel subsidies should be not earlier than 2 weeks from the date of announcement and should not be later than 4 weeks.
- The committee should prepare a list of question which the requester should answer along with their fund requests. The question should be used to elaborate the importance of funding.
- Once the deadline is passed, the committee members should individually evaluate the requests against the importance of funding towards the contributors and should rank them on a scale of 1 to 5 (5 stands for the highest rank while 1 stands for the lowest). The average rank should be considered at the end of the process.
- Not later than 10 days after the deadline for the funding requests, the committee should arrange a meeting and finalize the approval of subsidies.
- Depending on the allocated money for travel subsidies the requests are fulfilled according to the rank (highest rank requests will be sponsored first).
- Fund requester should presence at the meeting, however if the time of the meeting is uncomfortable the committee should be notified.
- The meeting should be scheduled as soon the deadline is met.
- In ranking requests no personal preferences should be taken into consideration. In a situation of a tie the committee may decide, how to proceed.
Consideration
The committee will be considering, not limited to, following areas at their evaluation. The committee will make exemptions and/or new criteria depending on the requirement.
- Importance - Degree of the importance of the requester for the event.
- Relevance - Degree of the relevance with the event.
- Proximity - Whether the requester is within the region or outside the region.
- Contribution - Degree of the contribution of the requester towards the Fedora Project.
- Opportunity - How many time did he/she get sponsored? It is good to give opportunity to more contributors
Ranks
Every consideration should be evaluated individually and the average of all the consideration should be considered in the final stage. Then the sum of all the rankings from every member is divided by the no. of members and obtained the final rank.
- 5 - Ideal
- 4 - Not Ideal but above average
- 3 - Average
- 2 - Suitable but below average
- 1 - Not suitable
After Approval
If you receive sponsorship you have to...
- Write a report about the conference. The talks that you attended, activities you participated, people that you met, etc. Preferably publish this as a blog post.
Best Practices
- Please mention valid offers, low price options, alternative methods in your ticket if they are appropriate.
- Since the allocated budget is limited, plan for the best price available.
- Ask for only what you need. If you can afford to pay for some of your ticket or lodging, we would really appreciate it as that means we can help more people.
- Be responsible, the money you save is the money we will use to fund someone else or even yourself again.
Important
- If your ticket or travel gets more expensive after an amount has been confirmed, the excess will not be reimbursed
- If you do not go to the event, no reimbursement will take place
- If you can not present receipts, no reimbursement can take place
- Once the request is confirmed, proceed to flight/ hotel booking.
- Advanced payments before the confirmation of the request should be made at your own risk.
- Upload receipts to the ticket and contact Credit Card holders to get the payment.
- Once money is collected confirm the amount received and close the ticket.