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List: olpc-sugar
Subject: Re: [Sugar-devel] [IAEP] [SLOB] motion regarding GSoC mentor travel
From: Caryl Bigenho <cbigenho () hotmail ! com>
Date: 2018-09-19 19:58:42
Message-ID: BL0PR06MB427387F8768AEEA2AA2EB5E4CC1C0 () BL0PR06MB4273 ! namprd06 ! prod ! outlook ! com
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Hi Folks,
This is the second year that there has been a problem with the costs of GCI=
mentor travel that went beyond just a simple round trip ticket from A to B=
and back to A. I think it is time to consider what is causing the problem =
and come up with an agreeable solution going forward. Adam is correct in sa=
ying that foreign travel works differently from domestic.
First and foremost=85 we should consider that a trip from a place that is m=
any hours away by air, and is perhaps the mentor=92s first trip to the US w=
ould be a great time for her/him to travel a bit in the country while she/h=
e is here. In fact, it would be a shame if they were not able to take advan=
tage of this opportunity to visit people and places that are important to t=
hem and can enrich their experience and background. Still, it is not SugarL=
abs responsibility to cover the increased costs of doing so.
So, we need a reasonable policy. I can think of two we might consider.
Option 1: SugarLabs could cover the cost of a round trip ticket from the me=
ntor=92s home airport to either the US airport closest to the event (e.g. M=
entor Summit) OR the airport from which the mentor plans to leave the US=85=
which ever is more. The mentor would be responsible for finding funds to =
cover the difference between the more expensive round trip ticket and a mor=
e costly =93open jaws=94 ticket. All other travel in the US would be the re=
sponsibility of the mentor (with a little help from their friends ( ;-D)).
Option 2: SugarLabs would cover the cost of a round trip ticket from the me=
ntor=92s home airport to the US airport closest to the event (e.g. Mentor S=
ummit). The mentor would be free to do any travel within the US to extend t=
heir stay after the event, at their own (and/or their friends=92 and family=
=92s) expense. But at the end of the travel, they would be expected to retu=
rn to the airport where they arrived=85 again at their own expense. Then th=
ey would return home on the remaining portion of their regular round trip t=
icket.
I=92ve tried to make this as simple and clear as possible. If others want t=
o edit for greater clarity (or have other options in mind) please do so. Th=
e net effect of Option 1 depends a lot in what part of the world the person=
is coming from. It might even be less expensive than Option 2 for some iti=
neraries.
I think it would be a very good idea to choose one of these options (or bo=
th with instructions to use the one with the lowest net cost), or another o=
ption, and put it to a vote of the SLOB at the October meeting.
Going forward I can see many more mentors wanting to travel after the summi=
t. Having a stated policy in place would help things move more smoothly in =
the future.
Caryl (aka GrannieB)
________________________________
From: IAEP <iaep-bounces@lists.sugarlabs.org> on behalf of Ignacio Rodr=EDg=
uez <ignacio@sugarlabs.org>
Sent: Tuesday, September 18, 2018 1:05:02 PM
To: samsongoddy@gmail.com
Cc: iaep@lists.sugarlabs.org; sugar-devel@lists.sugarlabs.org; SLOBs
Subject: Re: [IAEP] [SLOB] motion regarding GSoC mentor travel
Hello.
I'm not trying to be mean or something, but wondering who is he meeting fro=
m SugarLabs?
> (to visit some Sugar Labs people and his cousin in DC.)
Greetings,
Ignacio.-
On Tue, Sep 18, 2018 at 4:20 PM Samson Goddy <samsongoddy@gmail.com<mailto:=
samsongoddy@gmail.com>> wrote:
Seconded,
I believe that members should use opportunities like Gsoc to Meetup fellow=
members.
Regards
On Tue, Sep 18, 2018, 8:17 PM Walter Bender <walter.bender@gmail.com<mailto=
:walter.bender@gmail.com>> wrote:
Background: Google has provided SL with $3000 towards mentor travel to the =
October summit. ($3300 - the SFC 10%) although we have yet to receive $1100=
of the funds. We have also received $5400 in mentor "stipends" ($6000 - th=
e SFC 10%). As you may recall, we are sending three people, Devin, Jaskirat=
, and Shrivank. Only Jaskirat is traveling internationally, so the best est=
imate is that the travel will come in on budget. As we did last year, we co=
uld apply some of the mentor stipend $$ to cover any overruns. (Note we hav=
e already approved a previous motion to approve a travel advance for Jaskir=
at to attend the Google Summer of Code mentor summit in October 2018. [1])
The SFC estimates a cost increase in Jaskirat's ticket of $400-$500 due to =
his intention to travel some while in the States (to visit some Sugar Labs =
people and his cousin in DC.) Jaskirat is paying for his domestic travel, b=
ut the round trip in and out of SF is apparently less expensive, hence the =
need for SLOB approval. IMHO, we should be extending opportunities for comm=
unity members whenever possible.
Motion: To approve the additional cost associated with Jaskirat's ticket to=
and from the GSoC summit as calculated by the SFC. If for some reason the =
total budget for GSoC summit travel exceeds $3000, we can apply Jaskirat's =
and my share of the GSoC mentor stipend to cover the overrun.
This is somewhat timely as tickets need to be purchased.
regards.
-walter
[1] http://lists.sugarlabs.org/archive/sugar-devel/2018-August/055603.html
---------- Forwarded message ---------
From: Brett Smith via RT <approvals@tix.sfconservancy.org<mailto:approvals@=
tix.sfconservancy.org>>
Date: Tue, Sep 18, 2018 at 12:58 PM
Subject: Re: [sfconservancy.org<http://sfconservancy.org> #1845] Additional=
US flight expenditures for Jaskirat Singh
To: <holt@laptop.org<mailto:holt@laptop.org>>
Cc: <sugar@sfconservancy.org<mailto:sugar@sfconservancy.org>>
On 09/18/2018 12:46 PM, Adam Holt via RT wrote:
On Tue, Sep 18, 2018 at 12:21 PM, Brett Smith via RT <approvals@tix.sfconse=
rvancy.org<mailto:approvals@tix.sfconservancy.org>> wrote:
Adam and team,
Jaskirat Singh is planning additional travel in the US after the GSoC mento=
r summit. Some of it is personal,
Hi Brett,
Travel funds for the GSoC mentor summit do not include personal side trips.
Adam,
Yes, to be clear, our travel policy states: =93Travelers may seek approval =
to book travel itineraries that include extra days for personal reasons, so=
long as the cost of the flight meets the other requirements of this Policy=
.=94 Additional expense just for personal reasons isn=92t permitted, and if=
that was the case here, I would=92ve declined without even asking you. The=
planned meetings with other collaborators meant it was at least potentiall=
y project-related, so that=92s why I checked.
I=92ll work with him to see what he wants to do but I won=92t book addition=
al travel with him unless/until you tell me otherwise.
Thanks for your prompt response,
--
Brett Smith
--
Walter Bender
Sugar Labs
http://www.sugarlabs.org
<http://www.sugarlabs.org>
_______________________________________________
IAEP -- It's An Education Project (not a laptop project!)
IAEP@lists.sugarlabs.org<mailto:IAEP@lists.sugarlabs.org>
http://lists.sugarlabs.org/listinfo/iaep
_______________________________________________
IAEP -- It's An Education Project (not a laptop project!)
IAEP@lists.sugarlabs.org<mailto:IAEP@lists.sugarlabs.org>
http://lists.sugarlabs.org/listinfo/iaep
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<body dir="ltr">
<div id="divtagdefaultwrapper" \
style="font-size:12pt;color:#000000;font-family:Calibri,Helvetica,sans-serif;" \
dir="ltr"> <p style="margin-top:0;margin-bottom:0"></p>
<p style="margin: 0px; font: 12px Helvetica;"></p>
<p style="margin: 0px; font: 12px Helvetica;">Hi Folks,</p>
<p style="margin: 0px; font: 12px Helvetica; min-height: 14px;"><br>
</p>
<p style="margin: 0px; font: 12px Helvetica;">This is the second year that there has \
been a problem with the costs of GCI mentor travel that went beyond just a simple \
round trip ticket from A to B and back to A. I think it is time to consider what is \
causing the problem and come up with an agreeable solution going forward. Adam is \
correct in saying that foreign travel works differently from domestic.<span \
class="Apple-converted-space"> </span></p> <p style="margin: 0px; font: 12px \
Helvetica; min-height: 14px;"><br> </p>
<p style="margin: 0px; font: 12px Helvetica;">First and foremost… we should consider \
that a trip from a place that is many hours away by air, and is perhaps the mentor’s \
first trip to the US would be a great time for her/him to travel a bit in the country \
while she/he is here. In fact, it would be a shame if they were not able to take \
advantage of this opportunity to visit people and places that are important to them \
and can enrich their experience and background. Still, it is not SugarLabs \
responsibility to cover the increased costs of doing so.</p>
<p style="margin: 0px; font: 12px Helvetica; min-height: 14px;"><br>
</p>
<p style="margin: 0px; font: 12px Helvetica;">So, we need a reasonable policy. I can \
think of two we might consider.<span class="Apple-converted-space"> </span></p> \
<p style="margin: 0px; font: 12px Helvetica; min-height: 14px;"><br> </p>
<p style="margin: 0px; font: 12px Helvetica;"><b>Option 1: </b>SugarLabs could cover \
the cost of a round trip ticket from the mentor’s home airport to either the US \
airport closest to the event (e.g. Mentor Summit) OR the airport from which the \
mentor plans to leave the US… which ever is <span style="text-decoration: \
underline;">more.</span><span class="Apple-converted-space"> </span>The mentor \
would be responsible for finding funds to cover the difference between the more \
expensive round trip ticket and a more costly “open jaws” ticket. All other travel in \
the US would be the responsibility of the mentor (with a little help from their \
friends ( ;-D)). <span class="Apple-converted-space"> </span></p> <p \
style="margin: 0px; font: 12px Helvetica; min-height: 14px;"><br> </p>
<p style="margin: 0px; font: 12px Helvetica;"><b>Option 2: </b>SugarLabs would cover \
the cost of a round trip ticket from the mentor’s home airport to the US airport \
closest to the event (e.g. Mentor Summit). The mentor would be free to do any travel \
within the US to extend their stay after the event, at their own (and/or their \
friends’ and family’s) expense. But at the end of the travel, they would be expected \
to <span style="text-decoration: underline;">return to the airport where they \
arrived</span>… again at their own expense. Then they would return home on the \
remaining portion of their regular round trip ticket.</p> <p style="margin: 0px; \
font: 12px Helvetica; min-height: 14px;"><br> </p>
<p style="margin: 0px; font: 12px Helvetica;">I’ve tried to make this as simple and \
clear as possible. If others want to edit for greater clarity (or have other options \
in mind) please do so. The net effect of Option 1 depends a lot in what part of the \
world the person is coming from. It might even be less expensive than Option 2 for \
some itineraries.<span class="Apple-converted-space"> </span></p> <p \
style="margin: 0px; font: 12px Helvetica; min-height: 14px;"><br> </p>
<p style="margin: 0px; font: 12px Helvetica;"><span \
class="Apple-converted-space"> </span>I think it would be a very good idea to \
choose one of these options (or both with instructions to use the one with the lowest \
net cost), or another option,<span class="Apple-converted-space"> </span>and \
put it to a vote of the SLOB at the October meeting.</p> <p style="margin: 0px; font: \
12px Helvetica; min-height: 14px;"><br> </p>
<p style="margin: 0px; font: 12px Helvetica;">Going forward I can see many more \
mentors wanting to travel after the summit. Having a stated policy in place would \
help things move more smoothly in the future.</p> <p style="margin: 0px; font: 12px \
Helvetica; min-height: 14px;"><br> </p>
<p style="margin: 0px; font: 12px Helvetica;">Caryl (aka GrannieB)</p>
<br>
<p></p>
<br>
<p></p>
</div>
<hr style="display:inline-block;width:98%" tabindex="-1">
<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" \
style="font-size:11pt" color="#000000"><b>From:</b> IAEP \
<iaep-bounces@lists.sugarlabs.org> on behalf of Ignacio Rodríguez \
<ignacio@sugarlabs.org><br> <b>Sent:</b> Tuesday, September 18, 2018 1:05:02 \
PM<br> <b>To:</b> samsongoddy@gmail.com<br>
<b>Cc:</b> iaep@lists.sugarlabs.org; sugar-devel@lists.sugarlabs.org; SLOBs<br>
<b>Subject:</b> Re: [IAEP] [SLOB] motion regarding GSoC mentor travel</font>
<div> </div>
</div>
<meta content="text/html; charset=utf-8">
<div>
<div dir="ltr">
<div class="x_gmail_default" style="font-family:arial,helvetica,sans-serif; \
color:#000000"> Hello.</div>
<div class="x_gmail_default" style="font-family:arial,helvetica,sans-serif; \
color:#000000"> I'm not trying to be mean or something, but wondering who is he \
meeting from SugarLabs?<br> </div>
<div class="x_gmail_default" style="font-family:arial,helvetica,sans-serif; \
color:#000000"> <br>
</div>
<div class="x_gmail_default" style="font-family:arial,helvetica,sans-serif; \
color:#000000"> > <span style="font-family:Arial,Helvetica,sans-serif; \
color:rgb(34,34,34)">(to visit some Sugar Labs people and his cousin in \
DC.)</span><span style="font-family:Arial,Helvetica,sans-serif; \
color:rgb(34,34,34)"> <br> <br>
Greetings,</span></div>
<div class="x_gmail_default" style="font-family:arial,helvetica,sans-serif; \
color:#000000"> <span style="font-family:Arial,Helvetica,sans-serif; \
color:rgb(34,34,34)">Ignacio.-</span></div> </div>
<br>
<div class="x_gmail_quote">
<div dir="ltr">On Tue, Sep 18, 2018 at 4:20 PM Samson Goddy <<a \
href="mailto:samsongoddy@gmail.com">samsongoddy@gmail.com</a>> wrote:<br> </div>
<blockquote class="x_gmail_quote" style="margin:0 0 0 .8ex; border-left:1px #ccc \
solid; padding-left:1ex"> <div dir="auto">Seconded,
<div dir="auto"><br>
</div>
<div dir="auto">I believe that members should use opportunities like Gsoc to \
Meetup fellow members. </div> <div dir="auto"><br>
</div>
<div dir="auto"><br>
</div>
<div dir="auto">Regards</div>
</div>
<br>
<div class="x_gmail_quote">
<div dir="ltr">On Tue, Sep 18, 2018, 8:17 PM Walter Bender <<a \
href="mailto:walter.bender@gmail.com" target="_blank">walter.bender@gmail.com</a>> \
wrote:<br> </div>
<blockquote class="x_gmail_quote" style="margin:0 0 0 .8ex; border-left:1px #ccc \
solid; padding-left:1ex"> <div dir="ltr">
<div dir="ltr">
<div dir="ltr">Background: Google has provided SL with $3000 towards mentor travel to \
the October summit. ($3300 - the SFC 10%) although we have yet to receive $1100 of \
the funds. We have also received $5400 in mentor "stipends" ($6000 - the \
SFC 10%). As you may recall, we are sending three people, Devin, Jaskirat, and \
Shrivank. Only Jaskirat is traveling internationally, so the best estimate is that \
the travel will come in on budget. As we did last year, we could apply some of the \
mentor stipend $$ to cover any overruns. (Note we have already approved a previous \
motion to approve a travel advance for Jaskirat to attend the Google Summer of Code \
mentor summit in October 2018. [1]) <div><br>
</div>
<div>The SFC estimates a cost increase in Jaskirat's ticket of $400-$500 due to his \
intention to travel some while in the States (to visit some Sugar Labs people and his \
cousin in DC.) Jaskirat is paying for his domestic travel, but the round trip in and \
out of SF is apparently less expensive, hence the need for SLOB approval. IMHO, we \
should be extending opportunities for community members whenever possible.</div> \
<div><br> </div>
<div>Motion: To approve the additional cost associated with Jaskirat's ticket to and \
from the GSoC summit as calculated by the SFC. If for some reason the total budget \
for GSoC summit travel exceeds $3000, we can apply Jaskirat's and my share of the \
GSoC mentor stipend to cover the overrun.</div>
<div><br>
</div>
<div>This is somewhat timely as tickets need to be purchased.</div>
<div><br>
</div>
<div>regards.</div>
<div><br>
</div>
<div>-walter</div>
<div><br>
</div>
<div>[1] <a href="http://lists.sugarlabs.org/archive/sugar-devel/2018-August/055603.html" \
rel="noreferrer" target="_blank">http://lists.sugarlabs.org/archive/sugar-devel/2018-August/055603.html</a><br>
<br>
<div class="x_gmail_quote">
<div dir="ltr">---------- Forwarded message ---------<br>
From: <strong class="x_gmail_sendername" dir="auto">Brett Smith via RT</strong> <span \
dir="ltr"> <<a href="mailto:approvals@tix.sfconservancy.org" rel="noreferrer" \
target="_blank">approvals@tix.sfconservancy.org</a>></span><br>
Date: Tue, Sep 18, 2018 at 12:58 PM<br>
Subject: Re: [<a href="http://sfconservancy.org" rel="noreferrer" \
target="_blank">sfconservancy.org</a> #1845] Additional US flight expenditures for \
Jaskirat Singh<br>
To: <<a href="mailto:holt@laptop.org" rel="noreferrer" \
target="_blank">holt@laptop.org</a>><br>
Cc: <<a href="mailto:sugar@sfconservancy.org" rel="noreferrer" \
target="_blank">sugar@sfconservancy.org</a>><br> </div>
<br>
<br>
<div class="x_m_-7147290828469583770m_7150184293189627845gmail-m_6296641633575472320markdown-here-wrapper">
<p style="margin:1.2em 0px">On 09/18/2018 12:46 PM, Adam Holt via RT wrote:</p>
<p style="margin:1.2em 0px"></p>
<div class="x_m_-7147290828469583770m_7150184293189627845gmail-m_6296641633575472320markdown-here-exclude">
<p></p>
<blockquote type="cite"><br>
<div dir="ltr">
<div dir="ltr">
<div class="x_gmail_extra">On Tue, Sep 18, 2018 at 12:21 PM, Brett Smith via RT <span \
dir="ltr"> <<a href="mailto:approvals@tix.sfconservancy.org" rel="noreferrer" \
target="_blank">approvals@tix.sfconservancy.org</a>></span> wrote:<br> <div \
class="x_gmail_quote"> <blockquote class="x_gmail_quote" style="margin:0px 0px 0px \
0.8ex; border-left:1px solid rgb(204,204,204); padding-left:1ex"> Adam and team,<br>
<br>
Jaskirat Singh is planning additional travel in the US after the GSoC mentor summit. \
Some of it is personal,</blockquote> <div><br>
</div>
<div>Hi Brett,<br>
</div>
<div><br>
</div>
<div>Travel funds for the GSoC mentor summit do not include personal side \
trips.</div> </div>
</div>
</div>
</div>
</blockquote>
<p></p>
</div>
<p style="margin:1.2em 0px"></p>
<p style="margin:1.2em 0px">Adam,</p>
<p style="margin:1.2em 0px">Yes, to be clear, our travel policy states: “Travelers \
may seek approval to book travel itineraries that include extra days for personal \
reasons, <strong>so long as the cost of the flight meets the other requirements of \
this Policy</strong>.” Additional expense <em>just</em> for personal reasons isn’t \
permitted, and if that was the case here, I would’ve declined without even asking \
you. The planned meetings with other collaborators meant it was at least potentially \
project-related, so that’s why I checked.</p> <p style="margin:1.2em 0px">I’ll work \
with him to see what he wants to do but I won’t book additional travel with him \
unless/until you tell me otherwise.</p> <p style="margin:1.2em 0px">Thanks for your \
prompt response,</p> <div \
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-- <br>
Brett Smith</div>
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-- <br>
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<div><font><font>Walter Bender</font></font><br>
<font><font>Sugar Labs</font></font></div>
<div><font><a href="http://www.sugarlabs.org" rel="noreferrer" \
target="_blank"><font>http://www.sugarlabs.org</font></a></font><br> <a \
href="http://www.sugarlabs.org" rel="noreferrer" \
target="_blank"><font></font></a><br> </div>
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_______________________________________________<br>
IAEP -- It's An Education Project (not a laptop project!)<br>
<a href="mailto:IAEP@lists.sugarlabs.org" rel="noreferrer" \
target="_blank">IAEP@lists.sugarlabs.org</a><br> <a \
href="http://lists.sugarlabs.org/listinfo/iaep" rel="noreferrer noreferrer" \
target="_blank">http://lists.sugarlabs.org/listinfo/iaep</a></blockquote> </div>
_______________________________________________<br>
IAEP -- It's An Education Project (not a laptop project!)<br>
<a href="mailto:IAEP@lists.sugarlabs.org" \
target="_blank">IAEP@lists.sugarlabs.org</a><br> <a \
href="http://lists.sugarlabs.org/listinfo/iaep" rel="noreferrer" \
target="_blank">http://lists.sugarlabs.org/listinfo/iaep</a></blockquote> </div>
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