Checklist for Preparing and Validating Project Files

This checklist provides key steps for preparing and validating project files, based on prior instructions and common issues:

  • README file present (mandatory)
    • Project name (mandatory)
    • Copyright – short one-liner (mandatory)
    • Project status – software lifecycle stage (Development, Beta, Stable, Retired etc.) (highly recommended)
    • Tags – relevant tags and categories (optional)
    • Latest stable version indicated (highly recommended)
    • Licence – short one-liner with link, optionally stating "or later" (mandatory)
    • Badges (optional)
      • Badges: Project metadata and release status (optional)
      • Badges: Package downloads and versions (optional)
      • Badges: Community engagement, contribution guidelines and project status (optional)
      • Badges: Continuous integration and build workflows (optional)
      • Badges: Code quality and maintainability (optional)
      • Badges: Test coverage and validation (optional)
      • Badges: Dependency and security vulnerabilities (optional)
      • Badges: Documentation and documentation coverage (optional)
      • Badges: Community support and communication channels (optional)
    • Description – clear and concise overview (mandatory)
    • Features – key functionalities and capabilities (highly recommended)
    • Scope – applicable contexts, use cases, requirements, constraints or limitations (highly recommended)
    • Supported tools, environments, services or clients with confirmed compatibility and integration (optional)
    • Components and/or project structure – with types or purposes (optional)
    • System requirements – per supported platform or per-feature requirements or matrix if applicable (highly recommended)
    • Installation – instructions or link: OS/platform requirements, prerequisites, dependencies, setup and configuration (mandatory)
    • Usage – examples, screenshots, output samples, command-line, API or UI usage, demos, link to documentation (mandatory)
    • Documentation – location, key documents (Installation, Usage) in docs/ or external, supplementary documents (mandatory)
    • Version control – repository location, branch structure, tagging conventions (highly recommended)
    • Troubleshooting & FAQ – common issues and solutions, Q&A (optional)
    • Support – contact or helpdesk, public issue tracker, reporting procedure, security contact (optional)
    • Privacy policy – link, summary of (personal) data processing or user data handling (if applicable) (mandatory if PD processed)
    • Roadmap – planned features, known issues, resolution plans, public timeline or release goals (optional)
    • Authors – main authors and contributors or link to AUTHORS, community or organisational contributions (optional)
    • Contributing – guidelines or link to CONTRIBUTING, contribution steps and contact (highly recommended)
    • Funding – sources, grant agreement number, project or programme, funder badge or logo (mandatory)
    • Other acknowledgements – third-party support or partnerships (optional)
    • Dependencies – main items with links, purposes, licences; tools for deployment/build/runtime; link to NOTICE (mandatory if not in NOTICE)
    • Tools used – development and build tools (optional)
    • Licence – one-paragraph summary, link to full text or LICENSE, options, dual-licensing or exceptions (optional)
    • Copyright – additional details with years, holder(s) and link to COPYRIGHT (optional)
  • LICENSE file present (mandatory)
    • Licence confirmed with the GÉANT IPR Coordinator (mandatory)
    • Full official licence text or link to the original licence (mandatory)
  • COPYRIGHT file present (mandatory)
    • Placed in the project root folder or the component’s root folder if it differs from the rest of the project
    • Copyright statement by GÉANT with project phase and other holders with years (mandatory)
    • Copyright statements of other organisations or individuals (GÉANT developers to AUTHORS!), possibly scoped (optional)
    • Copyright statement and disclaimers are in line with the GÉANT IPR Policy (mandatory)
    • Copyright and IPR details are confirmed with the GÉANT IPR Coordinator (mandatory)
    • EU logo (hosted under GÉANT or team control) (mandatory)
    • GÉANT project phase text with the logo, if required (mandatory, check with IPR Coordinator)
  • AUTHORS file present (optional)
    • Project name (mandatory)
    • GÉANT phase with work package, task or activity (mandatory)
    • Developers, optionally with contacts, IDs, roles and affiliations (mandatory)
    • Other contributors, optionally with contacts, IDs, roles and affiliations (optional)
    • Funding information (mandatory, check with IPR Coordinator)
  • NOTICE file present (mandatory, if required by licence)
    • Project name (mandatory)
    • Copyright – short one-liner (mandatory)
    • Licence – declaration, link to full text, options, secondary licences, permissions, constraints, exceptions, disclaimers (mandatory)
    • Authors and contributors – software origin or link to AUTHORS (optional)
    • Third-party components – name, link, version, copyright and licence (mandatory if not in README)
    • Tools used – name, link and purpose (optional)
    • Trademark disclaimer (optional)
    • Patents and patent-related statements (optional)
    • Special acknowledgements or attributions – if licence- or contributor-required or desired (optional)
    • Prior notices and mandatory notices for third-party components when required (mandatory when existing)
  • CHANGELOG file present (recommended)
    • Project name (mandatory)
    • Entries in reverse chronological order (latest first) (mandatory)
    • Version numbers, dates and summaries or labels such as "First release" or "Unreleased" (mandatory)
    • Added – features or items (mandatory)
    • Changed – features or items (recommended)
    • Deprecated – features or items (recommended)
    • Removed – features or items (recommended)
    • Fixed – bugs or issues (recommended)
    • Security – updates or patches (recommended)


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