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)