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Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 Network Working Group A. Atlas 3 Internet-Draft Juniper Networks 4 Intended status: Best Current Practice C. O'Flaherty 5 Expires: May 2, 2018 ISOC 6 H. Chowdhary 7 National Internet Exchange of India (NIXI) 8 S. Bradner 9 October 29, 2017 11 Geographically-Focused IETF Activities 12 draft-atlas-geo-focused-activities-01 14 Abstract 16 The IETF has a variety of activities beyond those that are part of 17 the standards process. IETF activities that aren't part of the 18 standards process are still quite useful for the IETF mission. Some 19 of these activities, such as IETF hackathons, tutorials, and 20 mentoring, occur at in-person meetings. There has been and continues 21 to be interest in having such activities located in different 22 geographical areas. 24 The document defines how the IETF organizes our Geographically- 25 Focused Activities. It is intended for eventual publication as a BCP 26 but this is currently an initial strawman proposal based upon the 27 existing variety of experience with the experimental activities in 28 this space over the past several years. 30 Status of This Memo 32 This Internet-Draft is submitted in full conformance with the 33 provisions of BCP 78 and BCP 79. 35 Internet-Drafts are working documents of the Internet Engineering 36 Task Force (IETF). Note that other groups may also distribute 37 working documents as Internet-Drafts. The list of current Internet- 38 Drafts is at https://datatracker.ietf.org/drafts/current/. 40 Internet-Drafts are draft documents valid for a maximum of six months 41 and may be updated, replaced, or obsoleted by other documents at any 42 time. It is inappropriate to use Internet-Drafts as reference 43 material or to cite them other than as "work in progress." 45 This Internet-Draft will expire on May 2, 2018. 47 Copyright Notice 49 Copyright (c) 2017 IETF Trust and the persons identified as the 50 document authors. All rights reserved. 52 This document is subject to BCP 78 and the IETF Trust's Legal 53 Provisions Relating to IETF Documents 54 (https://trustee.ietf.org/license-info) in effect on the date of 55 publication of this document. Please review these documents 56 carefully, as they describe your rights and restrictions with respect 57 to this document. Code Components extracted from this document must 58 include Simplified BSD License text as described in Section 4.e of 59 the Trust Legal Provisions and are provided without warranty as 60 described in the Simplified BSD License. 62 Table of Contents 64 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 65 2. Terminology . . . . . . . . . . . . . . . . . . . . . . . . . 4 66 3. Organization of Geographically-Focused IETF Activities . . . 5 67 3.1. IETF Local Communities . . . . . . . . . . . . . . . . . 6 68 3.2. Repeating Activities . . . . . . . . . . . . . . . . . . 6 69 3.3. Remote Participation Hubs . . . . . . . . . . . . . . . . 6 70 3.4. One-Time Activities . . . . . . . . . . . . . . . . . . . 7 71 3.5. Appointment, Term of Service, and Transitions for 72 Coordinators . . . . . . . . . . . . . . . . . . . . . . 7 73 3.6. Support for Coordinators . . . . . . . . . . . . . . . . 7 74 4. IETF Policies Applied to Geographically-Focused IETF 75 Activities . . . . . . . . . . . . . . . . . . . . . . . . . 7 76 4.1. Open and Professional . . . . . . . . . . . . . . . . . . 8 77 4.2. Localization . . . . . . . . . . . . . . . . . . . . . . 8 78 4.3. Use of IETF Name and Logo . . . . . . . . . . . . . . . . 8 79 4.3.1. Not Official IETF Activities . . . . . . . . . . . . 9 80 5. Use of IETF Resources . . . . . . . . . . . . . . . . . . . . 9 81 6. Social Media and Communications . . . . . . . . . . . . . . . 10 82 7. Feedback Loop: Metrics and Surveys . . . . . . . . . . . . . 10 83 8. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 12 84 9. Security Considerations . . . . . . . . . . . . . . . . . . . 12 85 10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 12 86 11. References . . . . . . . . . . . . . . . . . . . . . . . . . 12 87 11.1. Normative References . . . . . . . . . . . . . . . . . . 12 88 11.2. Informative References . . . . . . . . . . . . . . . . . 13 89 11.3. URIs . . . . . . . . . . . . . . . . . . . . . . . . . . 13 90 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 13 92 1. Introduction 94 The IETF has a variety of activities beyond those that are part of 95 the standards process [RFC2026]. IETF activities that aren't part of 96 the standards process are still quite useful for the IETF mission. 97 Some of these activities, such as IETF hackathons, tutorials, and 98 mentoring, occur at in-person meetings. There has been and continues 99 to be interest in having such activities located in different 100 geographical areas. There is a wide variety of such activities that 101 are supported by different motivations and objectives. The following 102 list is illustrative - not restrictive. 104 1. IETF Days supported by the Internet Society 106 2. View-only of a Working Group Session with IETF introduction 108 3. RFCs We Love technical talks meeting 110 4. Open physical meetings with technical talks on topics of IETF 111 interest 113 5. Remote Participation Hubs 115 6. Hackathons to build IETF awareness and encourage developers 116 towards practical implementations of IETF standards 118 7. Panels, seminars and tutorials at academic events, NOG meetings, 119 IXP meetings etc. 121 8. Open social informal meet-ups (over lunch, dinner, etc.) 123 9. IETF Newcomers presentations at NOG meetings and other technical 124 gatherings 126 10. Introductory sessions about the IETF and participation at 127 workshops. 129 Some of the motivations and objectives include: 1. increasing the 130 awareness of the IETF's role in the Internet ecosystem, 2. providing 131 feedback and exposure to potential new IETF work and providing 132 mentoring and support to help authors bring that work into the IETF, 133 3. outreach to encourage new potential IETF participants, 4. 134 increasing IETF diversity 5. increasing cross-area learning, 6. 135 strengthening professional and social connections between IETFers, 7. 136 providing feedback and discussion on early work & mentoring to newer 137 IETFers, 8. reducing financial barriers to low-volume new 138 participants and show advantages from face-to-face interactions, 9. 139 reinforcing the importance of technical generalists and multi- 140 disciplinary leaders in fostering the sustainability, robustness, 141 security, stability and development of the Internet, 10. raising the 142 visibility of IETF participants to support greater impact and 143 collaboration, 11. and connecting university researchers into the 144 IETF community to better connect research to IETF work and broaden 145 modern networking knowledge in developing regions. 147 These objectives can be summed up as increasing awareness of the 148 IETF, doing outreach to encourage new IETF participation, and 149 increase technical discussions and cross-learning to encourage faster 150 and better technical output. These are objectives that are in the 151 best interest of the IETF. 153 The IETF works well when motivated people self-organize and the IETF 154 can provide support and minimal oversight. The IETF has an 155 Education, Mentoring, and Outreach Directorate that provides 156 oversight of outreach-related activities which are part of that 157 Directorate's charter. The members of the directorate are selected 158 by the IETF Chair. 160 The activities overseen by the Education, Mentoring, and Outreach 161 Directorate are not part of the standards process. An internet-draft 162 author may choose to use feedback learned during such a meeting set 163 up by the Education, Mentoring, and Outreach Directorate exactly as 164 an author may choose to use feedback from a private conversation. 166 The IETF Trust holds trademarks that are used by the IETF for our 167 activities. This document discusses how outreach activities can be 168 organized and managed to the extent required not to dilute the IETF's 169 name and to protect its processes. 171 2. Terminology 173 Geographically-Focused IETF Activity: An IETF related Activity that 174 is centered in a specific geographic area. Examples include, b 175 but are not limited to, IETF Local Communities, Remote Awareness 176 Hubs, IETF Awareness Events, and Remote Participation Hubs. 177 Necessary attributes are being geographically-focused and open for 178 participation. 180 IETF Local Community: A persistent geographically-focused local 181 group of IETF participants and those interested in IETF work. An 182 IETF Local Community may do a variety of different activities, 183 including Remote Participation Hubs. The necessary attributes are 184 persistence and a focus on technical discussions related to the 185 IETF. The focus is on growing a local group of people 186 participating in the IETF and strengthening the professional and 187 social relationships between them to encourage collaboration. 189 Remote Awareness Session: An event which might focus on a speaker 190 who might show a video from one or more IETF Working Group or 191 Plenary sessions. There may be additional introductory 192 presentations or other activities. Necessary attributes are focus 193 on an event and viewing of a live or recorded IETF WG or Plenary 194 session. The focus is on holding an event to raise awareness of 195 what happens at an IETF meeting. 197 IETF Awareness Activity: An activity where "what the IETF is and 198 does" is presented to raise awareness of the IETF. Content might 199 include speakers presenting or leading discussions about the IETF, 200 about IETF technical work or other technical work that might be 201 related to IETF work. Necessary attributes are focus on an 202 activity and on discussing the IETF. 204 Remote Participation Hub: An activity that is connected to a 205 particular IETF Working Group or Plenary session such that 206 interactive participation in the session at the IETF is possible. 207 Necessary attributes are focus on a specific activity and the 208 potential for interactive participation in the primary session. 209 All attendees register as regular remote attendees to the 210 particular session via a standard IETF tool such as MeetEcho. 212 Outreach Coordinators: The individuals responsible for coordinating 213 and running a Geographically-Focused IETF Activity. These are 214 recorded by the IETF Outreach lead and added to the outreach- 215 coordinators mailing list. 217 Local Coordinators: For some awareness activities which are a single 218 activity, those interested in organizing may serve as the Local 219 Coordinators while an Outreach Coordinator, who helps with such 220 events, may provide the IETF experience and support. The Local 221 Coordinator might also be the speaker at an activity. 223 Repeating Activity: An activity may be sufficiently successful in a 224 particular geography so that there is interest in having it 225 repeat. This might be Remote Participation Hubs, Remote Awareness 226 Sessions, or other activities. When there is a desire and 227 expectation for a series of repeating activities, then it is 228 useful to have Outreach Coordinators and manage the series 229 similarly to an IETF Local Community. 231 3. Organization of Geographically-Focused IETF Activities 233 These activities can be focused on a single activity, repeating 234 activities or creating an IETF Local Community. It's desirable to 235 have at least 2 Outreach Coordinators for a Geographically-Focused 236 IETF Activity. The coordinators should be accepted by the Outreach 237 lead and added to the outreach-coordinators mailing list. The 238 Outreach lead and recognized Outreach Coordinators form the Outreach 239 Coordinators Group. This group will regularly share experience, 240 plans, and advice. In extraordinary circumstances, the Outreach 241 Coordinators Group may recommend that a local community or repeating 242 activity be ended or that an Outreach Coordinator be removed from the 243 list. 245 3.1. IETF Local Communities 247 An IETF Local Community is expected to be a persistent group with 248 periodic activities. Each IETF Local Community must have at least 1 249 Outreach Coordinator. It is recommended that a Local Community have 250 at least two Outreach Coordinators to share the work of defining the 251 activities and schedule and organizing to make the activities happen. 253 3.2. Repeating Activities 255 If successful, it is likely that some one-time activities, such as a 256 Remote Participation Hub, may become repeating. Such a stream of 257 activities in a fixed geography should have at least one Coordinator 258 who is part of the Outreach Coordinators Group. This will allow the 259 Coordinator to share experiences and to easily get advice. 261 The Internet Society and other organizations periodically organize 262 workshops across the world where one or more session is focused on 263 the IETF and how to participate. If the organizer of such a series 264 of repeating sessions in one geography wishes to connect more closely 265 to the IETF for support and guidance, then an Outreach Coordinator 266 may be accepted for that repeating activity. It may also be 267 desirable to have one or more specific Outreach Coordinators to help 268 with this type of session and the local organizers. 270 3.3. Remote Participation Hubs 272 A Coordinator may organize a physical location for individual 273 participants to gather and participate individually in a remote 274 session at the IETF. All the individual participants should be 275 registered as remote attendees to that IETF session using the usual 276 IETF remote participation tools, such as MeetEcho. Individuals will 277 be subject to the normal policies that apply to remote participants 278 at an IETF session. By having individual registration, an individual 279 can also participate via instant message (e.g. jabber) and chose to 280 be individually added into the remote microphone queue. 282 3.4. One-Time Activities 284 Some Geographically-Focused IETF Activities may be one-time activity. 285 There still needs to be oversight and support for such activities. 286 Ideally, at least one Coordinator will volunteer to provide support 287 for such one-time activities. A Geographically-Focused IETF Activity 288 in a particular geography that do not yet have an Outreach 289 Coordinator identified fall under the One-Time Activity Coordinators, 290 even if that activity has or is repeating. There may be a period 291 where it isn't clear that the activity will continue to repeat and 292 thus whether a persistent Outreach Coordinator is needed. 294 The One-Time Activity Coordinators should recognize a Local 295 Coordinator for any activity that the none of the One-Time Activity 296 Coordinators will be attending and running. 298 3.5. Appointment, Term of Service, and Transitions for Coordinators 300 In general, a Coordinator should be familiar with the IETF and 301 preferably be or have been an active participant. For a new Local 302 Community or a Repeating Activity, it is likely that there are good 303 candidates for Coordinators. If not, that may be a sign that the 304 health of the activity is in question and more support is needed. 306 It is not appropriate to assume that a Coordinator will serve for an 307 infinite amount of time. At this time, it is not clear whether a 308 fixed term would be useful. at a minimum, the Outreach Lead should 309 verify interest to continue every two or three years. To ensure 310 smooth transitions between Coordinators, the IETF Secretariat or 311 Outreach Lead should have the ability to change ownership and 312 administration of resources used by the Geographically-Focused IETF 313 Activity or smoothly migrate to new resources. 315 3.6. Support for Coordinators 317 The Outreach Coordinators Group is one mechanism to provide support 318 for Coordinators and allow them to learn from each others' 319 experiences. Different geographies may find different ideas and 320 structures work better. This also provides a way to bring up common 321 administrative issues and concerns so that the Outreach Lead can 322 facilitate resolving them. 324 4. IETF Policies Applied to Geographically-Focused IETF Activities 326 Geographically-Focused Activities are specifically NOT part of the 327 IETF Standards Process. It is not necessary to either keep and 328 preserve attendance nor to show the Note Well used at normal IETF 329 Working Group meetings to remind attendees of their obligations under 330 the IETF's IPR policy. But, that said, under IETF rules, any IPR 331 that makes it into an Internet Draft or RFC must be disclosed by 332 whoever suggested adding the IPR when the Internet Draft is 333 published, even if the suggestion was during one of the 334 Geographically-Focused Activities. 336 It is recommended to request RSVPs for logistical reasons, to have a 337 sign-up sheet for the associated mailing list, and optionally to 338 request other participant information to understand and track how 339 well an activity is doing compared to its objectives. These records 340 do not become part of the records of the IETF. 342 In Geographically-Focused IETF Activities, there are likely to be 343 participants new to the IETF for whom it would be useful to mention 344 that the IETF does have an IPR policy and if ideas are included in an 345 internet-draft, there are IPR disclosure requirements. A common 346 slide or very short write-up may be helpful to create. 348 4.1. Open and Professional 350 Since a purpose of the Geographically-Focused IETF Activities is 351 outreach and since the IETF is open, it is expected that 352 Geographically-Focused IETF Activities are open to all participants. 353 Participants are expected to behave according to professional 354 standards. [RFC7154] is a BCP defining guidelines for conduct in the 355 IETF; [RFC7776] defines Anti-Harassment procedures and creates an 356 Ombudsteam to handle issues. These documents can serve as references 357 for Geographically-Focused IETF Activities. 359 4.2. Localization 361 Since Geographically-Focused IETF Activities specifically happen in 362 widely varying localities, there can be language and other location- 363 specific considerations. While the IETF works only in English, there 364 may be some types of events where using the local language is 365 preferable. Mailing lists for a geographically-focused IETF Activity 366 MAY primarily use a local language; it is expected that the Outreach 367 Coordinator will help in handling questions in English sent to the 368 mailing list. There may be other localization accommodations that 369 are appropriate to consider. 371 4.3. Use of IETF Name and Logo 373 Geographically-Focused IETF Activities may use the IETF logo and IETF 374 name, with suitable oversight. Outreach Coordinators will be 375 informed about the IETF Trust policies and basic acceptance and can 376 ask questions on the associated mailing list. In general, not using 377 a misleading name and not modifying the IETF logo or name is 378 sufficient, but specific approval by the IETF Trust is required. 380 4.3.1. Not Official IETF Activities 382 Even though the IETF supports and encourages the organization of 383 activities aimed to increase participation, when they're not official 384 IETF activities, careful care of IETF name and logo usage should be 385 taken. In order to obtain permission to use or display any IETF logo 386 or name, you must first complete and send, to iad@ietf.org, the form: 387 http://trustee.ietf.org/docs/IETF_General_TM_License.pdf [1] Please 388 include a description of your activity, contact information, 389 referrals inside the IETF community and any other information that 390 can be used for approval. As a general guideline, as long as you're 391 not using a misleading name for your activity (avoid using names that 392 can be confused with official IETF activities) and you haven't 393 modified any IETF Trust logo or name, you will receive a positive 394 response. 396 IETF logo files can be found in the IETF site (https://ietf.org/logo/ 397 [2]) 399 5. Use of IETF Resources 401 The IETF can provide resources such as mailing lists, wikis, and 402 calendars. When a new resource is needed, the Outreach Lead is 403 responsible for forwarding on an appropriate request to the 404 Secretariat. 406 The following is a proposed structure for IETF mailing-lists to be 407 used by the Geographically-Focused IETF Activities. 409 1. outreach-coordinators mailing list: This list has at least the 410 Outreach Coordinators accepted by Directorate and interested 411 Directorate members, but has an open archive. 413 2. ietf-hub-[geography]: For Repeating Events and IETF Local 414 Communities, there is an associated mailing list. Another 415 possible name is ietf-local-[geography]; currently there are 416 ietf-hub-boston and ietf-hub-bangalore. 418 3. vmeet: for discussion of Geographically-Focused IETF Activities 419 as well as virtual meetings, since that is where the conversation 420 has been happening. 422 4. ietf-community-[large-geography]: To coordinate across the Local 423 Communities and for other Geographically-Focused IETF Activities. 424 A current example is ietf-community-india. 426 5. outreach-discuss: For discussion of outreach activities around 427 the IETF Community. 429 It is useful to have a wiki that allows a persistent URI for sharing 430 events, storing information about past events, and brainstorming/ 431 organizing new ones. With the proposed structure where all of the 432 Geographically-Focused IETF Activities are related to Outreach, a 433 wiki for outreach, that can then be self-organized, is needed. The 434 top level of this wiki is currently at 435 https://trac.ietf.org/trac/edu/wiki/Outreach; appropriate links and 436 visibility will be needed and need to be periodically re-evaluated. 438 A well-publicized on-line calendar that at least Coordinators can add 439 events to is needed. This will provide a single place to check when 440 and where various activities are happening. Given that many IETFers 441 travel for business, it also makes it easy for IETFers to discover if 442 there is a local activity happening that is of interest. Events 443 should also be announced to the ietf discussion list. 445 6. Social Media and Communications 447 Most of the current IETF communications activities are coordinated 448 and accomplished by ISOC staff. For Social media, industry media and 449 other communication needs the Coordinator should contact 450 comms@ietf.org for appropriate messaging. Through ISOC's support, 451 the activity will be better promoted and aligned with IETF 452 expectations. There is an ongoing revision of IASA activities that 453 can affect how future IETF communications are managed. 455 Once the basic requirements and a template for the communication are 456 understood by Coordinators, it is expected that only unusual 457 communications will need discussion. Sharing of the information is 458 still desirable so that events can be better promoted. Coordinators 459 will need to work on promoting the activities and reaching out to the 460 relevant communities. 462 7. Feedback Loop: Metrics and Surveys 464 The breadth of objectives and activities covered by Geographically- 465 focused IETF activities makes it very hard to have a single set of 466 metrics or appropriate surveys. Having geographically-focused IETF 467 activities is an experiment. It is useful to know how the various 468 activities are doing and what changes or tuning might be desirable. 469 There is useful information to collect from Coordinators and from 470 attendees. 472 Here is a list of possible questions for Coordinators. 474 1. What types of events are you holding? How frequently? What is 475 the attendance? 477 2. What types of communication & outreach are you using? What seems 478 effective? 480 3. What WGs and Areas are of interest? 482 4. How could the IETF make holding events easier? 484 5. What kinds of events are you interested in holding in the future? 486 6. Would mentors or remote speakers be helpful? 488 7. What objectives do you have for your events? 490 8. What is the mixture of folks attending in terms of IETF 491 experience, affiliation, technical interests, and active 492 participation? 494 9. What advice would you give other Coordinators? 496 Here is a list of possible questions for attendees. Some may be 497 primarily useful in IETF awareness and others primarily in IETF Local 498 Communities.: 500 1. What is your knowledge of and experience with the IETF before 501 attending? 503 2. Did this event meet your expectations? Was it interesting or 504 productive? Would you attend another similar event? 506 3. What types of events would be interesting? Technical 507 discussions, social/informal discussion, remote hubs, 508 hackathons, joint draft or RFC review and discussion, other? 510 4. How did you hear about the event? 512 5. Are you aware of the following ways to learn about future events 513 and IETF-related activities? 515 6. What technical areas would you be interested in working on in 516 the IETF? 518 7. Do you feel prepared to engage on IETF Working Group mailing 519 lists and review drafts? What type of support would help? 521 8. Does your affiliation/day-job understand the benefits of 522 participating in the IETF? 524 9. How might the IETF make participating easier? 526 10. What WG sessions have you attended? 528 11. What could be done better? 530 12. What IETF topics would inspire you to participate? 532 8. IANA Considerations 534 This document has no impact on IANA registries. 536 9. Security Considerations 538 The policies in this document provide support and oversight of 539 geographically-focused IETF activities so that the IETF name and logo 540 are not misrepresented. References for expected community conduct 541 are given. These activities are not part of the standards process, 542 which reduces the policies that need to apply. 544 10. Acknowledgements 546 The authors would like to thank Alvaro Retana, Karen O'Donoghue, John 547 Levine, Dave Crocker, and John Klensin for useful discussions. 549 11. References 551 11.1. Normative References 553 [RFC7154] Moonesamy, S., Ed., "IETF Guidelines for Conduct", BCP 54, 554 RFC 7154, DOI 10.17487/RFC7154, March 2014, 555 . 557 [RFC7776] Resnick, P. and A. Farrel, "IETF Anti-Harassment 558 Procedures", BCP 25, RFC 7776, DOI 10.17487/RFC7776, March 559 2016, . 561 [RFC8179] Bradner, S. and J. Contreras, "Intellectual Property 562 Rights in IETF Technology", BCP 79, RFC 8179, 563 DOI 10.17487/RFC8179, May 2017, 564 . 566 11.2. Informative References 568 [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 569 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 570 . 572 11.3. URIs 574 [1] http://trustee.ietf.org/docs/IETF_General_TM_License.pdf 576 [2] https://ietf.org/logo/ 578 Authors' Addresses 580 Alia Atlas 581 Juniper Networks 583 Email: akatlas@juniper.net 585 Christian O'Flaherty 586 ISOC 588 Email: oflaherty@isoc.org 590 Harish Chowdhary 591 National Internet Exchange of India (NIXI) 593 Email: harish@nixi.in 595 Scott Bradner 597 Email: sob@sobco.com