MBARI GitHub Licensing Implementation Guide

This guide walks through setting up the MBARI licensing policy and templates in your GitHub organization.

Overview

This implementation provides:

📋 License templates (Apache 2.0, MIT, BSD-3-Clause)
📖 Engineering documentation
🤖 GitHub repository templates
🌳 Decision tree for license selection
🏢 Organization profile README

Step 1: Create .github Repository

GitHub organizations can have a special .github repository that provides default templates.

Create a new repository named .github in your organization
This repository should be public
It will provide defaults for all repositories in the organization

Step 2: Set Up Directory Structure

Create the following structure in the .github repository:

.github/
├── profile/
│   └── README.md              # Organization profile page
├── CONTRIBUTING.md            # Default contributing guidelines
├── LICENSE-TEMPLATES/
│   ├── Apache-2.0
│   ├── MIT
│   └── BSD-3-Clause
├── LICENSING.md               # Engineering licensing guide
└── ISSUE_TEMPLATE/
    └── bug_report.md

Step 3: Upload Files

Copy the template files to your .github repository:

LICENSING.md - The engineering-facing guide
profile/README.md - Organization profile (use ORGANIZATION-PROFILE-README.md)
CONTRIBUTING.md - Default contributing guide
LICENSE-TEMPLATES/ - Copy all license templates

Step 4: Create Repository Templates

GitHub allows you to create template repositories that can be used as starting points:

Create a new repository named project-template-apache2
Add these files:
LICENSE (Apache 2.0)
README.md (from README-template.md)
CONTRIBUTING.md
.gitignore
Go to Settings → Check "Template repository"
Repeat for MIT if needed: project-template-mit

Step 5: Update Organization Settings

Go to your GitHub organization settings
Under "Member privileges":
Set default repository permission to "Read"
Require 2FA for all members
Under "Code security and analysis":
Enable dependency graph
Enable Dependabot alerts

Step 6: Create License Selection Tool (Optional)

Add an issue template that helps developers choose a license:

Create .github/ISSUE_TEMPLATE/license-question.md:

---
name: License Question
about: Need help choosing a license for a new project?
title: '[LICENSE] '
labels: 'question, licensing'
assignees: '[your-name]'
---

## Project Description
Brief description of the project

## License Decision Tree

Please answer these questions:

- [ ] Contains ITAR/EAR restricted technology? (If yes → Private only)
- [ ] Has existing commercial license agreement? (If yes → Contact tech transfer)
- [ ] Collaborative project with external partners? (If yes → Match their license)
- [ ] Want to ensure derivatives stay open-source? (If yes → Consider GPL-3.0)
- [ ] Simple utility or small library? (If yes → Consider MIT)
- [ ] Everything else → Apache 2.0 (default)

## Additional Context
Any other relevant information

---
**Next Steps**: Engineering lead will review and provide guidance within 1 business day.

Step 7: Add to Onboarding

Update engineer onboarding to include:

Review LICENSING.md guide
Bookmark the .github repository
Know where to ask license questions
Understand the default (Apache 2.0)

Step 8: Communication Plan

Week 1: Email announcement to all engineers
Link to LICENSING.md
Summary of changes
Q&A session scheduled
Week 2: Engineering meeting presentation
Walk through decision tree
Show examples
Answer questions
Week 3: Office hours for questions
Ongoing: Add to new engineer onboarding

Example Email Announcement

Subject: New MBARI Software Licensing Policy & Guidelines

Team,

We've established clear guidelines for software licensing across MBARI projects. 
This makes it easier to share our work and collaborate with other institutions.

Key Points:
• Default license: Apache 2.0
• Simple decision tree for exceptions
• All templates ready to use on GitHub
• Full guide available at: [link to .github/LICENSING.md]

The guide includes:
✓ Quick decision tree (2 minutes or less)
✓ Common scenarios with examples
✓ Templates ready to copy
✓ Contact info for questions

Next Steps:
1. Review the guide: [link]
2. Use templates for new projects: [link]
3. Ask questions in #engineering Slack channel
4. Join Q&A session: [date/time]

This was developed based on research of peer institutions (WHOI, OOI, NOAA) 
and aligns with NSF/NOAA expectations.

Questions? Contact [your name]

Step 9: Metrics & Review

Track adoption: - New repositories using standard licenses - Questions received - Edge cases identified

Review quarterly: - Are guidelines working? - Need adjustments? - New use cases?

Quick Start for Engineers

Starting a new project?

Use decision tree in LICENSING.md (2 minutes)
Copy appropriate LICENSE file
Add license section to README
Optional: Add license headers to source files

Template Repositories: - Apache 2.0: mbari-org/project-template-apache2 - MIT: mbari-org/project-template-mit

Need help? - Read: .github/LICENSING.md - Ask: #engineering Slack - Contact: [engineering lead]

Troubleshooting

"I have an existing project without a license"

Choose license using decision tree
Add LICENSE file
Update README
Note in next release notes

"I'm working with external collaborators"

Discuss early in project
Apache 2.0 is usually acceptable
Document the decision
Get approval if needed

"My project has special circumstances"

Contact engineering lead
Explain the situation
We'll work it out together
May need legal/tech transfer input

Resources

MBARI Licensing Guide: .github/LICENSING.md
Apache 2.0: https://www.apache.org/licenses/LICENSE-2.0
MIT: https://opensource.org/licenses/MIT
Choose a License: https://choosealicense.com/
NOAA Policy: https://www.noaa.gov/administration/nao-201-118

Maintenance

This policy should be reviewed: - Annually - When significant changes to institutional policy occur - Based on community feedback - As best practices evolve

Policy Owner: [Engineering Lead Name]
Last Updated: January 2026
Next Review: January 2027

Questions about implementation? Contact [your name/email]