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Galvin, Ed. 3 Internet-Draft eList eXpress LLC 4 Intended status: BCP March 4, 2009 5 Expires: September 5, 2009 7 Operation of the Nominating and Recall Committees 8 draft-galvin-rfc3777bis-00 10 Status of this Memo 12 This Internet-Draft is submitted to IETF in full conformance with the 13 provisions of BCP 78 and BCP 79. 15 Internet-Drafts are working documents of the Internet Engineering 16 Task Force (IETF), its areas, and its working groups. Note that 17 other groups may also distribute working documents as Internet- 18 Drafts. 20 Internet-Drafts are draft documents valid for a maximum of six months 21 and may be updated, replaced, or obsoleted by other documents at any 22 time. It is inappropriate to use Internet-Drafts as reference 23 material or to cite them other than as "work in progress." 25 The list of current Internet-Drafts can be accessed at 26 http://www.ietf.org/ietf/1id-abstracts.txt. 28 The list of Internet-Draft Shadow Directories can be accessed at 29 http://www.ietf.org/shadow.html. 31 This Internet-Draft will expire on September 5, 2009. 33 Copyright Notice 35 Copyright (c) 2009 IETF Trust and the persons identified as the 36 document authors. All rights reserved. 38 This document is subject to BCP 78 and the IETF Trust's Legal 39 Provisions Relating to IETF Documents in effect on the date of 40 publication of this document (http://trustee.ietf.org/license-info). 41 Please review these documents carefully, as they describe your rights 42 and restrictions with respect to this document. 44 Abstract 46 <1> 47 The IETF uses two committees to manage the selection, confirmation, 48 and recall of some or all of the individuals who serve terms of 49 membership on the bodies that support its operation. As of the 50 publication of this document the list of bodies includes the IESG, 51 IAB, and the IAOC. This document is a self-consistent, organized 52 compilation of the process as it was known at the time of 53 publication. 55 Discussion of this Draft 57 <2> 58 Please direct all comments, suggestions, and questions regarding this 59 draft to the following mailing list: 60 <3> 61 ietf-nomcom@ietf.org 63 Table of Contents 65 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 4 66 2. Definitions . . . . . . . . . . . . . . . . . . . . . . . . . 6 67 3. General . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 68 4. Nominating Committee Selection . . . . . . . . . . . . . . . . 14 69 5. Nominating Committee Operation . . . . . . . . . . . . . . . . 22 70 6. Dispute Resolution Process . . . . . . . . . . . . . . . . . . 28 71 7. Member Recall . . . . . . . . . . . . . . . . . . . . . . . . 30 72 8. Changes From RFC3777 . . . . . . . . . . . . . . . . . . . . . 32 73 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . 33 74 10. Security Considerations . . . . . . . . . . . . . . . . . . . 35 75 11. Informative References . . . . . . . . . . . . . . . . . . . . 36 76 Appendix A. Oral Tradition . . . . . . . . . . . . . . . . . . . 37 77 Appendix B. Nominating Committee Timeline . . . . . . . . . . . . 38 78 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . . 41 80 1. Introduction 81 <4> 82 This document is a revision of and supercedes RFC3777. [RFC3777] It 83 is a complete specification of how designated members are selected, 84 confirmed, and recalled as of the date of its approval. 85 <5> 86 This specification applies to all members of the IESG and IAB. 87 <6> 88 RFC4071 [RFC4071], "Structure of the IETF Administrative Support 89 Activity (IASA)", defines the membership and selection rules for the 90 IAOC. There are two members of the IAOC that are subject to the 91 selection and confirmation process specified in this document. 92 However, all members of the IAOC are subject to the recall process 93 specified in this document. 94 <7> 95 The following three assumptions are true of this specification. 96 <8> 97 1. The Internet Research Task Force (IRTF) and Internet Research 98 Steering Group (IRSG) are not a part of the process described 99 here. 100 <9> 101 2. The organization (and re-organization) of the IESG is not a part 102 of the process described here. 103 <10> 104 3. The organization (and re-organization) of the IAOC is not a part 105 of the process described here. 107 <11> 108 The time frames specified here use IETF meetings as a frame of 109 reference. The time frames assume that the IETF meets three times 110 per calendar year with approximately equal amounts of time between 111 them. The meetings are referred to as the First IETF, Second IETF, 112 or Third IETF as needed. 113 <12> 114 The next section lists the words and phrases commonly used throughout 115 this document with their intended meaning. 116 <13> 117 The majority of this document is divided into four major topics as 118 follows. 119 <14> 120 General: This a set of rules and constraints that apply to the 121 selection and confirmation process as a whole. 122 <15> 123 Nominating Committee Selection: This is the process by which the 124 volunteers who will serve on the committee are recognized. 126 <16> 127 Nominating Committee Operation: This is the set of principles, 128 rules, and constraints that guide the activities of the nominating 129 committee, including the confirmation process. 130 <17> 131 Member Recall: This is the process by which the behavior of a 132 sitting member of the bodies to which this document applies may be 133 questioned, perhaps resulting in the removal of the sitting 134 member. 136 <18> 137 A final section describes how this document differs from its 138 predecessor: RFC3777. [RFC3777] 139 <19> 140 An appendix of useful facts and practices collected from previous 141 nominating committees is also included. 143 2. Definitions 144 <20> 145 The following words and phrases are commonly used throughout this 146 document. They are listed here with their intended meaning for the 147 convenience of the reader. 148 <21> 149 candidate: A nominee who has been selected to be considered for 150 confirmation by a confirming body. 151 <22> 152 confirmed candidate: A candidate that has been reviewed and approved 153 by a confirming body. 154 <23> 155 nominating committee term: The term begins when its members are 156 officially announced, which is expected to be prior to the Third 157 IETF to ensure it is fully operational at the Third IETF. The 158 term ends at the Third IETF (not three meetings) after the next 159 nominating committee's term begins. 160 <24> 161 nominee: A person who is being or has been considered for one or 162 more open positions. 163 <25> 164 sitting member: A person who is currently serving a term of 165 membership in the IESG, IAB, IAOC, or ISOC Board of Trustees. 167 3. General 168 <26> 169 The following set of rules apply to the process as a whole. If 170 necessary, a paragraph discussing the interpretation of each rule is 171 included. 172 <27> 173 1. The completion of the annual process is due within 7 months. 175 The completion of the annual process is due one month prior to 176 the Friday of the week before the First IETF. It is expected to 177 begin at least 8 months prior to the Friday of the week before 178 the First IETF. 180 The process officially begins with the announcement of the Chair 181 of the committee. The process officially ends when all confirmed 182 candidates have been announced. 184 The annual process is comprised of three major components as 185 follows. 186 <28> 187 1. The selection and organization of the nominating committee 188 members. 189 <29> 190 2. The selection of candidates by the nominating committee. 191 <30> 192 3. The confirmation of the candidates. 194 There is an additional month set aside between when the annual 195 process is expected to end and the term of the new candidates is 196 to begin. This time may be used during unusual circumstances to 197 extend the time allocated for any of the components listed above. 198 <31> 199 2. The principal functions of the nominating committee are to review 200 each open position under consideration, and to either nominate 201 its incumbent or a superior candidate. 203 Although there is no term limit for serving in any position, the 204 nominating committee may use length of service as one of its 205 criteria for evaluating an incumbent. 207 The nominating committee does not select the open positions to be 208 reviewed; it is instructed as to which positions to review. 210 The nominating committee will be given the title of the positions 211 to be reviewed and a brief summary of the desired expertise of 212 the candidate that is nominated to fill each position. 214 Incumbents must notify the nominating committee if they wish to 215 be nominated. 217 The nominating committee does not confirm its candidates; it 218 presents its candidates to the appropriate confirming body as 219 indicated below. 221 A superior candidate is one who the nominating committee believes 222 would contribute in such a way as to improve or enhance the body 223 to which he or she is nominated. 224 <32> 225 3. One-half of each of the then current positions is selected to be 226 reviewed each year. 228 The intent of this rule to ensure the review of approximately 229 one-half of the sitting members of the bodies to which this 230 document applies. It is recognized that circumstances may exist 231 that will require the nominating committee to review more or less 232 than one-half of the current positions, e.g., if one of the 233 bodies has re-organized prior to this process and created new 234 positions, if there are an odd number of current positions, or if 235 a member unexpectedly resigns. 236 <33> 237 4. Confirmed candidates are expected to serve at least a 2 year 238 term. 240 The intent of this rule is to ensure that members of the bodies 241 serve the number of years that best facilitates the review of 242 one-half of the members each year. 244 The term of a confirmed candidate selected according to the mid- 245 term vacancy rules may be less than 2 years, as stated elsewhere 246 in this document. 248 It is consistent with this rule for the nominating committee to 249 choose one or more of the currently open positions to which it 250 may assign a term of not more than 3 years in order to ensure the 251 ideal application of this rule in the future. 253 It is consistent with this rule for the nominating committee to 254 choose one or more of the currently open positions that share 255 responsibilities with other positions (both those being reviewed 256 and those sitting) to which it may assign a term of not more than 257 3 years to ensure that all such members will not be reviewed at 258 the same time. 260 All sitting member terms end during the First IETF meeting 261 corresponding to the end of the term for which they were 262 confirmed. All confirmed candidate terms begin during the First 263 IETF meeting corresponding to the beginning of the term for which 264 they were confirmed. 266 For confirmed candidates of the IESG the terms begin no later 267 than when the currently sitting members' terms end on the last 268 day of the meeting. A term may begin or end no sooner than the 269 first day of the meeting and no later than the last day of the 270 meeting as determined by the mutual agreement of the currently 271 sitting member and the confirmed candidate. A confirmed 272 candidate's term may overlap the sitting member's term during the 273 meeting as determined by their mutual agreement. 275 For confirmed candidates of other bodies the terms overlap with 276 the terms of the sitting members for the entire week of the 277 meeting. 279 For candidates confirmed under the mid-term vacancy rules, the 280 term begins as soon as possible after the confirmation. 281 <34> 282 5. Mid-term vacancies are filled by the same rules as documented 283 here with four qualifications. 285 First, when there is only one official nominating committee, the 286 body with the mid-term vacancy relegates the responsibility to 287 fill the vacancy to it. If the mid-term vacancy occurs during 288 the period of time that the term of the prior year's nominating 289 committee overlaps with the term of the current year's nominating 290 committee, the body with the mid-term vacancy must relegate the 291 responsibility to fill the vacancy to the prior year's nominating 292 committee. 294 Second, if it is the case that the nominating committee is 295 reconvening to fill the mid-term vacancy, then the completion of 296 the candidate selection and confirmation process is due within 6 297 weeks, with all other time periods otherwise unspecified prorated 298 accordingly. 300 Third, the confirming body has two weeks from the day it is 301 notified of a candidate to reject the candidate, otherwise the 302 candidate is assumed to have been confirmed. 304 Fourth, the term of the confirmed candidate will be either: 305 <35> 306 1. the remainder of the term of the open position if that 307 remainder is not less than one year. 309 <36> 310 2. the remainder of the term of the open position plus the next 311 2 year term if that remainder is less than one year. 313 In both cases a year is the period of time from a First IETF 314 meeting to the next First IETF meeting. 315 <37> 316 6. All deliberations and supporting information that relates to 317 specific nominees, candidates, and confirmed candidates are 318 confidential. 320 The nominating committee and confirming body members will be 321 exposed to confidential information as a result of their 322 deliberations, their interactions with those they consult, and 323 from those who provide requested supporting information. All 324 members and all other participants are expected to handle this 325 information in a manner consistent with its sensitivity. 327 It is consistent with this rule for current nominating committee 328 members who have served on prior nominating committees to advise 329 the current committee on deliberations and results of the prior 330 committee, as necessary and appropriate. 331 <38> 332 7. Unless otherwise specified, the advice and consent model is used 333 throughout the process. This model is characterized as follows. 334 <39> 335 1. The IETF Executive Director informs the nominating committee 336 of the open positions to be reviewed. 338 The respective bodies with the open positions are responsible 339 for providing a summary of the expertise desired of the 340 candidates selected for their respective open positions to 341 the Executive Director. The summaries are provided to the 342 nominating committee for its consideration. 343 <40> 344 2. The nominating committee selects candidates based on its 345 understanding of the IETF community's consensus of the 346 qualifications required and advises each confirming body of 347 its respective candidates. 348 <41> 349 3. The confirming bodies review their respective candidates, 350 they may at their discretion communicate with the nominating 351 committee, and then consent to some, all, or none of the 352 candidates. 354 The sitting IAB members review the IESG candidates. 356 The Internet Society Board of Trustees reviews the IAB 357 candidates. 359 The sitting IESG members review the IAOC candidates. 361 The confirming bodies conduct their review using all 362 information and any means acceptable to them, including but 363 not limited to the supporting information provided by the 364 nominating committee, information known personally to members 365 of the confirming bodies and shared within the confirming 366 body, the results of interactions within the confirming 367 bodies, and the confirming bodies interpretation of what is 368 in the best interests of the IETF community. 370 If all of the candidates are confirmed, the job of the 371 nominating committee with respect to those open positions is 372 complete. 374 If some or none of the candidates submitted to a confirming 375 body are confirmed, the confirming body should communicate 376 with the nominating committee both to explain the reason why 377 all the candidates were not confirmed and to understand the 378 nominating committee's rationale for its candidates. 380 The confirming body may reject individual candidates, in 381 which case the nominating committee must select alternate 382 candidates for the rejected candidates. 384 Any additional time required by the nominating committee 385 should not exceed its maximum time allotment. 386 <42> 387 4. A confirming body decides whether it confirms each candidate 388 using a confirmation decision rule chosen by the confirming 389 body. 391 If a confirming body has no specific confirmation decision 392 rule, then confirming a given candidate should require at 393 least one-half of the confirming body's sitting members to 394 agree to that confirmation. 396 The decision may be made by conducting a formal vote, by 397 asserting consensus based on informal exchanges (e.g. email), 398 or by any other mechanism that is used to conduct the normal 399 business of the confirming body. 401 Regardless of which decision rule the confirming body uses, 402 any candidate that is not confirmed under that rule is 403 considered to be rejected. 405 The confirming body must make its decision within a 406 reasonable time frame. The results from the confirming body 407 must be reported promptly to the nominating committee. 409 <43> 410 8. The following rules apply to candidates who are currently sitting 411 members of a body with an open position, and who are not sitting 412 in an open position being filled by the nominating committe. 414 The confirmation of a candidate to an open position does not 415 automatically create a vacancy in the body currently occupied by 416 the candidate. The mid-term vacancy can not exist until, first, 417 the candidate formally resigns from the current position and, 418 second, the body with the vacancy formally decides for itself 419 that it wants the nominating committee to fill the mid-term 420 vacancy according to the rules for a mid-term vacancy documented 421 elsewhere in this document. 423 The resignation should be effective as of when the term of the 424 new position begins. The resignation may remain confidential to 425 the body and the nominating committee until the confirmed 426 candidate is announced for the new position. The process, 427 according to rules documented elsewhere in this document, of 428 filling the seat vacated by the confirmed candidate may begin as 429 soon as the vacancy is publicly announced. 431 Filling a mid-term vacancy is a separate and independent action 432 from the customary action of filling open positions. In 433 particular, a nominating committee must complete its job with 434 respect to filling the open positions and then separately proceed 435 with the task of filling the mid-term vacancy according to the 436 rules for a mid-term vacancy documented elsewhere in this 437 document. 439 However, the following exception is permitted in the case where 440 the candidate for an open position is currently a sitting member 441 of the IAB. It is consistent with these rules for the 442 announcement of a resignation of a sitting member of the IAB and 443 of the confirmed candidate for the mid-term vacancy created by 444 that sitting member on the IAB to all occur at the same time as 445 long as the actual sequence of events that occurred did so in the 446 following order. 447 <44> 448 * The nominating committee completes the advice and consent 449 process for the open position being filled by the candidate 450 currently sitting on the IAB. 452 <45> 453 * The newly confirmed candidate resigns from their current 454 position on the IAB. 455 <46> 456 * The IAB with the new mid-term vacancy requests that the 457 nominating committee fill the position. 458 <47> 459 * The Executive Director of the IETF informs the nominating 460 committee of the mid-term vacancy. 461 <48> 462 * The nominating committee acts on the request to fill the mid- 463 term vacancy. 465 <49> 466 9. All announcements must be made using at least the mechanism used 467 by the IETF Secretariat for its announcements, including a notice 468 on the IETF web site. 470 As of the publication of this document, the current mechanism is 471 an email message to both the "ietf" and the "ietf-announce" 472 mailing lists. 474 4. Nominating Committee Selection 475 <50> 476 The following set of rules apply to the creation of the nominating 477 committee and the selection of its members. 478 <51> 479 1. The completion of the process of selecting and organizing the 480 members of the nominating committee is due within 3 months. 482 The completion of the selection and organization process is due 483 at least one month prior to the Third IETF. This ensures the 484 nominating committee is fully operational and available for 485 interviews and consultation during the Third IETF. 486 <52> 487 2. The term of a nominating committee is expected to be 15 months. 489 It is the intent of this rule that the end of a nominating 490 committee's term overlap by approximately three months the 491 beginning of the term of the next nominating committee. 493 The term of a nominating committee begins when its members are 494 officially announced. The term ends at the Third IETF (not 495 three meetings), i.e., the IETF meeting after the next 496 nominating committee's term begins. 498 A term is expected to begin at least two months prior to the 499 Third IETF to ensure the nominating committee has at least one 500 month to get organized before preparing for the Third IETF. 502 A nominating committee is expected to complete any work-in- 503 progress before it is dissolved at the end of its term. 505 During the period of time that the terms of the nominating 506 committees overlap, all mid-term vacancies are to be relegated 507 to the prior year's nominating committee. The prior year's 508 nominating committee has no other responsibilities during the 509 overlap period. At all times other than the overlap period 510 there is exactly one official nominating committee and it is 511 responsible for all mid-term vacancies. 513 When the prior year's nominating committee is filling a mid-term 514 vacancy during the period of time that the terms overlap, the 515 nominating committees operate independently. However, some 516 coordination is needed between them. Since the prior year's 517 Chair is a non-voting advisor to the current nominating 518 committee the coordination is expected to be straightforward. 519 <53> 520 3. The nominating committee comprises at least a Chair, 10 voting 521 volunteers, 3 liaisons, and an advisor. 523 Any committee member may propose the addition of an advisor to 524 participate in some or all of the deliberations of the 525 committee. The addition must be approved by the committee 526 according to its established voting mechanism. Advisors 527 participate as individuals. 529 Any committee member may propose the addition of a liaison from 530 other unrepresented organizations to participate in some or all 531 of the deliberations of the committee. The addition must be 532 approved by the committee according to its established voting 533 mechanism. Liaisons participate as representatives of their 534 respective organizations. 536 The Chair is selected according to rules stated elsewhere in 537 this document. 539 The 10 voting volunteers are selected according to rules stated 540 elsewhere in this document. 542 The IESG, IAB, and IAOC liaisons are selected according to rules 543 stated elsewhere in this document. 545 The Internet Society Board of Trustees may appoint a liaison to 546 the nominating committee at its own discretion. 548 The Chair of last year's nominating committee serves as an 549 advisor according to rules stated elsewhere in this document. 551 None of the Chair, liaisons, or advisors vote on the selection 552 of candidates. They do vote on all other issues before the 553 committee unless otherwise specified in this document. 554 <54> 555 4. The Chair of the nominating committee is responsible for 556 ensuring the nominating committee completes its assigned duties 557 in a timely fashion and performs in the best interests of the 558 IETF community. 560 The Chair must be thoroughly familiar with the rules and 561 guidance indicated throughout this document. The Chair must 562 ensure the nominating committee completes its assigned duties in 563 a manner that is consistent with this document. 565 The Chair must attest by proclamation at a plenary session of 566 the First IETF that the results of the committee represent its 567 best effort and the best interests of the IETF community. 569 The Chair does not vote on the selection of candidates. 571 <55> 572 5. The Internet Society President appoints the Chair, who must meet 573 the same requirements for membership in the nominating committee 574 as a voting volunteer. 576 The nominating committee Chair must agree to invest the time 577 necessary to ensure that the nominating committee completes its 578 assigned duties and to perform in the best interests of the IETF 579 community in that role. 581 The appointment is due no later than the Second IETF meeting to 582 ensure it can be announced during a plenary session at that 583 meeting. The completion of the appointment is necessary to 584 ensure the annual process can complete at the time specified 585 elsewhere in this document. 586 <56> 587 6. A Chair, in consultation with the Internet Society President, 588 may appoint a temporary substitute for the Chair position. 590 There are a variety of ordinary circumstances that may arise 591 from time to time that could result in a Chair being unavailable 592 to oversee the activities of the committee. The Chair, in 593 consultation with the Internet Society President, may appoint a 594 substitute from a pool comprised of the liaisons currently 595 serving on the committee and the prior year's Chair or designee. 597 Any such appointment must be temporary and does not absolve the 598 Chair of any or all responsibility for ensuring the nominating 599 committee completes its assigned duties in a timely fashion. 600 <57> 601 7. Liaisons are responsible for ensuring the nominating committee 602 in general and the Chair in particular execute their assigned 603 duties in the best interests of the IETF community. 605 Liaisons are expected to represent the views of their respective 606 organizations during the deliberations of the committee. They 607 should provide information as requested or when they believe it 608 would be helpful to the committee. 610 Liaisons from the IESG, IAB, and IAOC are expected to provide 611 information to the nominating committee regarding the operation, 612 responsibility, and composition of their respective bodies. 614 Liaisons are expected to convey questions from the committee to 615 their respective organizations and responses to those questions 616 to the committee, as requested by the committee. 618 Liaisons from the IESG, IAB, IAOC, and Internet Society Board of 619 Trustees (if one was appointed) are expected to review the 620 operation and executing process of the nominating committee and 621 to report any concerns or issues to the Chair of the nominating 622 committee immediately. If they can not resolve the issue 623 between themselves, liaisons must report it according to the 624 dispute resolution process stated elsewhere in this document. 626 Liaisons from confirming bodies are expected to assist the 627 committee in preparing the testimony it is required to provide 628 with its candidates. 630 Liaisons may have other nominating committee responsibilities as 631 required by their respective organizations or requested by the 632 nominating committee, except that such responsibilities may not 633 conflict with any other provisions of this document. 635 Liaisons do not vote on the selection of candidates. 636 <58> 637 8. The sitting IAOC, IAB, and IESG members each appoint a liaison 638 from their current membership, someone who is not sitting in an 639 open position, to serve on the nominating committee. 640 <59> 641 9. An advisor is responsible for such duties as specified by the 642 invitation that resulted in the appointment. 644 Advisors do not vote on the selection of candidates. 645 <60> 646 10. The Chair of the prior year's nominating committee serves as an 647 advisor to the current committee. 649 The prior year's Chair is expected to review the actions and 650 activities of the current Chair and to report any concerns or 651 issues to the nominating committee Chair immediately. If they 652 can not resolve the issue between themselves, the prior year's 653 Chair must report it according to the dispute resolution process 654 stated elsewhere in this document. 656 The prior year's Chair may select a designee from a pool 657 composed of the voting volunteers of the prior year's committee 658 and all prior Chairs if the Chair is unavailable. If the prior 659 year's Chair is unavailable or is unable or unwilling to make 660 such a designation in a timely fashion, the Chair of the current 661 year's committee may select a designee in consultation with the 662 Internet Society President. 664 Selecting a prior year's committee member as the designee 665 permits the experience of the prior year's deliberations to be 666 readily available to the current committee. Selecting an 667 earlier prior year Chair as the designee permits the experience 668 of being a Chair as well as that Chair's committee deliberations 669 to be readily available to the current committee. 671 All references to "prior year's Chair" in this document refer to 672 the person serving in that role, whether it is the actual prior 673 year's Chair or a designee. 674 <61> 675 11. Voting volunteers are responsible for completing the tasks of 676 the nominating committee in a timely fashion. 678 Each voting volunteer is expected to participate in all 679 activities of the nominating committee with a level of effort 680 approximately equal to all other voting volunteers. Specific 681 tasks to be completed are established and managed by the Chair 682 according to rules stated elsewhere in this document. 683 <62> 684 12. The Chair must establish and announce milestones for the 685 selection of the nominating committee members. 687 There is a defined time period during which the selection 688 process is due to be completed. The Chair must establish a set 689 of milestones which, if met in a timely fashion, will result in 690 the completion of the process on time. 691 <63> 692 13. The Chair obtains the list of open positions to be reviewed and 693 announces it along with a solicitation for names of volunteers 694 from the IETF community willing to serve on the nominating 695 committee. 697 The solicitation must permit the community at least 30 days 698 during which they may choose to volunteer to be selected for the 699 nominating committee. 701 The list of open positions is published with the solicitation to 702 facilitate community members choosing between volunteering for 703 an open position and volunteering for the nominating committee. 704 <64> 705 14. Members of the IETF community must have attended at least 3 of 706 the last 5 IETF meetings in order to volunteer. 708 The 5 meetings are the five most recent meetings that ended 709 prior to the date on which the solicitation for nominating 710 committee volunteers was submitted for distribution to the IETF 711 community. 713 The IETF Secretariat is responsible for confirming that 714 volunteers have met the attendance requirement. 716 Volunteers must provide their full name, email address, and 717 primary company or organization affiliation (if any) when 718 volunteering. 720 Volunteers are expected to be familiar with the IETF processes 721 and procedures, which are readily learned by active 722 participation in a working group and especially by serving as a 723 document editor or working group chair. 724 <65> 725 15. Members of the Internet Society Board of Trustees, sitting 726 members of IAOC, sitting members of the IAB, and sitting members 727 of the IESG may not volunteer to serve on the nominating 728 committee. 729 <66> 730 16. The Chair announces both the list of the pool of volunteers from 731 which the 10 voting volunteers will be randomly selected and the 732 method with which the selection will be completed. 734 The announcement should be made at least 1 week prior to the 735 date on which the random selection will occur. 737 The pool of volunteers must be enumerated or otherwise indicated 738 according to the needs of the selection method to be used. 740 The announcement must specify the data that will be used as 741 input to the selection method. The method must depend on random 742 data whose value is not known or available until the date on 743 which the random selection will occur. 745 It must be possible to independently verify that the selection 746 method used is both fair and unbiased. A method is fair if each 747 eligible volunteer is equally likely to be selected. A method 748 is unbiased if no one can influence its outcome in favor of a 749 specific outcome. 751 It must be possible to repeat the selection method, either 752 through iteration or by restarting in such a way as to remain 753 both fair and unbiased. This is necessary to replace selected 754 volunteers should they become unavailable after selection. 756 The selection method must produce an ordered list of volunteers. 758 One possible selection method is described in RFC3797 [RFC3797]. 759 <67> 760 17. The Chair randomly selects the 10 voting volunteers from the 761 pool of names of volunteers and announces the members of the 762 nominating committee. 764 No more than two volunteers with the same primary affiliation 765 may be selected for the nominating committee. The Chair reviews 766 the primary affiliation of each volunteer selected by the method 767 in turn. If the primary affiliation for a volunteer is the same 768 as two previously selected volunteers, that volunteer is removed 769 from consideration and the method is repeated to identify the 770 next eligible volunteer. 772 There must be at least two announcements of all members of the 773 nominating committee. 775 The first announcement should occur as soon after the random 776 selection as is reasonable for the Chair. The community must 777 have at least 1 week during which any person from the community 778 may challenge the results of the random selection. 780 The challenge must be made in writing (email is acceptable) to 781 the Chair. The Chair has 48 hours to review the challenge and 782 offer a resolution to the challenger. If the resolution is not 783 accepted by the challenger, that challenger may report the 784 challenge according to the dispute resolution process stated 785 elsewhere in this document. 787 If a selected volunteer, upon reading the announcement with the 788 list of selected volunteers, finds that two or more other 789 volunteers have the same affiliation, then the volunteer should 790 notify the Chair who will determine the appropriate action. 792 During at least the 1 week challenge period the Chair must 793 contact each of the members and confirm their willingness and 794 availability to serve. The Chair should make every reasonable 795 effort to contact each member. 796 <68> 797 * If the Chair is unable to contact a liaison the problem is 798 referred to the respective organization to resolve. The 799 Chair should allow a reasonable amount of time for the 800 organization to resolve the problem and then may proceed 801 without the liaison. 802 <69> 803 * If the Chair is unable to contact an advisor the Chair may 804 elect to proceed without the advisor, except for the prior 805 year's Chair for whom the Chair must consult with the 806 Internet Society President as stated elsewhere in this 807 document. 808 <70> 809 * If the Chair is unable to contact a voting volunteer the 810 Chair must repeat the random selection process in order to 811 replace the unavailable volunteer. There should be at least 812 1 day between the announcement of the iteration and the 813 selection process. 815 After at least 1 week and confirming that 10 voting volunteers 816 are ready to serve, the Chair makes the second announcement of 817 the members of the nominating committee, which officially begins 818 the term of the nominating committee. 819 <71> 820 18. The Chair works with the members of the committee to organize 821 itself in preparation for completing its assigned duties. 823 The committee has approximately one month during which it can 824 self-organize. Its responsibilities during this time include 825 but are not limited to the following. 826 <72> 827 * Setting up a regular teleconference schedule. 828 <73> 829 * Setting up an internal web site. 830 <74> 831 * Setting up a mailing list for internal discussions. 832 <75> 833 * Setting up an email address for receiving community input. 834 <76> 835 * Establishing operational procedures. 836 <77> 837 * Establishing milestones in order to monitor the progress of 838 the selection and confirmation process. 840 5. Nominating Committee Operation 841 <78> 842 The following rules apply to the operation of the nominating 843 committee. If necessary, a paragraph discussing the interpretation 844 of each rule is included. 845 <79> 846 The rules are organized approximately in the order in which they 847 would be invoked. 848 <80> 849 1. All rules and special circumstances not otherwise specified are 850 at the discretion of the committee. 852 Exceptional circumstances will occasionally arise during the 853 normal operation of the nominating committee. This rule is 854 intended to foster the continued forward progress of the 855 committee. 857 Any member of the committee may propose a rule for adoption by 858 the committee. The rule must be approved by the committee 859 according to its established voting mechanism. 861 All members of the committee should consider whether the 862 exception is worthy of mention in the next revision of this 863 document and follow-up accordingly. 864 <81> 865 2. The completion of the process of selecting candidates to be 866 confirmed by their respective confirming body is due within 3 867 months. 869 The completion of the selection process is due at least two 870 month's prior to the First IETF. This ensures the nominating 871 committee has sufficient time to complete the confirmation 872 process. 873 <82> 874 3. The completion of the process of confirming the candidates is 875 due within 1 month. 877 The completion of the confirmation process is due at least one 878 month prior to the First IETF. 879 <83> 880 4. The Chair must establish for the nominating committee a set of 881 milestones for the candidate selection and confirmation process. 883 There is a defined time period during which the candidate 884 selection and confirmation process must be completed. The Chair 885 must establish a set of milestones which, if met in a timely 886 fashion, will result in the completion of the process on time. 887 The Chair should allow time for iterating the activities of the 888 committee if one or more candidates is not confirmed. 890 The Chair should ensure that all committee members are aware of 891 the milestones. 892 <84> 893 5. The Chair must establish a voting mechanism. 895 The committee must be able to objectively determine when a 896 decision has been made during its deliberations. The criteria 897 for determining closure must be established and known to all 898 members of the nominating committee. 899 <85> 900 6. At least a quorum of committee members must participate in a 901 vote. 903 Only voting volunteers vote on a candidate selection. For a 904 candidate selection vote a quorum is comprised of at least 7 of 905 the voting volunteers. 907 At all other times a quorum is present if at least 75% of the 908 nominating committee members are participating. 909 <86> 910 7. Any member of the nominating committee may propose to the 911 committee that any other member except the Chair be recalled. 912 The process for recalling the Chair is defined elsewhere in this 913 document. 915 There are a variety of ordinary circumstances that may arise 916 that could result in one or more members of the committee being 917 unavailable to complete their assigned duties, for example 918 health concerns, family issues, or a change of priorities at 919 work. A committee member may choose to resign for unspecified 920 personal reasons. In addition, the committee may not function 921 well as a group because a member may be disruptive or otherwise 922 uncooperative. 924 Regardless of the circumstances, if individual committee members 925 can not work out their differences between themselves, the 926 entire committee may be called upon to discuss and review the 927 circumstances. If a resolution is not forthcoming a vote may be 928 conducted. A member may be recalled if at least a quorum of all 929 committee members agree, including the vote of the member being 930 recalled. 932 If a liaison member is recalled the committee must notify the 933 affected organization and must allow a reasonable amount of time 934 for a replacement to be identified by the organization before 935 proceeding. 937 If an advisor member other than the prior year's Chair is 938 recalled, the committee may choose to proceed without the 939 advisor. In the case of the prior year's Chair, the Internet 940 Society President must be notified and the current Chair must be 941 allowed a reasonable amount of time to consult with the Internet 942 Society President to identify a replacement before proceeding. 944 If a voting volunteer member is recalled, regardless of the 945 circumstances, the committee may choose to proceed with only 9 946 voting volunteers at its own discretion. In all other cases the 947 Chair must repeat the random selection process including an 948 announcement of the iteration prior to the actual selection as 949 stated elsewhere in this document. 951 A change in the primary affiliation of a voting volunteer during 952 the term of the nominating committee is not a cause to request 953 the recall of that volunteer, even if the change would result in 954 more than two voting volunteers with the same affiliation. 955 <87> 956 8. Only the prior year's Chair may request the recall of the 957 current Chair. 959 It is the responsibility of the prior year's Chair to ensure the 960 current Chair completes the assigned tasks in a manner 961 consistent with this document and in the best interests of the 962 IETF community. 964 Any member of the committee who has an issue or concern 965 regarding the Chair should report it to the prior year's Chair 966 immediately. The prior year's Chair is expected to report it to 967 the Chair immediately. If they can not resolve the issue 968 between themselves, the prior year's Chair must report it 969 according to the dispute resolution process stated elsewhere in 970 this document. 971 <88> 972 9. All members of the nominating committee may participate in all 973 deliberations. 975 The emphasis of this rule is that no member can be explicitly 976 excluded from any deliberation. However, a member may 977 individually choose not to participate in a deliberation. 978 <89> 979 10. The Chair announces the open positions to be reviewed, the 980 desired expertise provided by the IETF Executive Director, and 981 the call for nominees. 983 The call for nominees must include a request for comments 984 regarding the past performance of incumbents, which will be 985 considered during the deliberations of the nominating committee. 987 The call must request that a nomination include a valid, working 988 email address, a telephone number, or both for the nominee. The 989 nomination must include the set of skills or expertise the 990 nominator believes the nominee has that would be desirable. 991 <90> 992 11. Any member of the IETF community may nominate any member of the 993 IETF community for any open position, whose eligibility to serve 994 will be confirmed by the nominating committee. 996 A self-nomination is permitted. 998 Nominating committee members are not eligible to be considered 999 for filling any open position by the nominating committee on 1000 which they serve. They become ineligible as soon as the term of 1001 the nominating committee on which they serve officially begins. 1002 They remain ineligible for the duration of that nominating 1003 committee's term. 1005 Although each nominating committee's term overlaps with the 1006 following nominating committee's term, nominating committee 1007 members are eligible for nomination by the following committee 1008 if not otherwise disqualified. 1010 Members of the IETF community who were recalled from any 1011 position during the previous two years are not eligible to be 1012 considered for filling any open position. 1013 <91> 1014 12. The nominating committee selects candidates based on its 1015 understanding of the IETF community's consensus of the 1016 qualifications required to fill the open positions. 1018 The intent of this rule is to ensure that the nominating 1019 committee consults with a broad base of the IETF community for 1020 input to its deliberations. In particular, the nominating 1021 committee must determine if the desired expertise for the open 1022 positions matches its understanding of the qualifications 1023 desired by the IETF community. 1025 The consultations are permitted to include names of nominees, if 1026 all parties to the consultation agree to observe the same 1027 confidentiality rules as the nominating committee itself. 1029 A broad base of the community should include the existing 1030 members of the bodies with open positions, especially sitting 1031 members who share responsibilities with open positions, e.g., 1032 co-Area Directors, and working group chairs, especially those in 1033 the areas with open positions. 1035 Only voting volunteer members vote to select candidates. 1036 <92> 1037 13. Nominees should be advised that they are being considered and 1038 must consent to their nomination prior to being chosen as 1039 candidates. 1041 Although the nominating committee will make every reasonable 1042 effort to contact and to remain in contact with nominees, any 1043 nominee whose contact information changes during the process and 1044 who wishes to still be considered should inform the nominating 1045 committee of the changes. 1047 A nominee's consent must be written (email is acceptable) and 1048 must include a commitment to provide the resources necessary to 1049 fill the open position and an assurance that the nominee will 1050 perform the duties of the position for which they are being 1051 considered in the best interests of the IETF community. 1053 Consenting to a nomination must occur prior to a nominee being a 1054 candidate and may occur as soon after the nomination as needed 1055 by the nominating committee. 1057 Consenting to a nomination must not imply the nominee will be a 1058 candidate. 1060 The nominating committee should help nominees provide 1061 justification to their employers. 1062 <93> 1063 14. The nominating committee advises the confirming bodies of their 1064 candidates, specifying a single candidate for each open position 1065 and testifying as to how each candidate meets the qualifications 1066 of an open position. 1068 For each candidate, the testimony must include a brief statement 1069 of the qualifications for the position that is being filled, 1070 which may be exactly the expertise that was requested. If the 1071 qualifications differ from the expertise originally requested a 1072 brief statement explaining the difference must be included. 1074 The testimony may include either or both of a brief resume of 1075 the candidate and a brief summary of the deliberations of the 1076 nominating committee. 1077 <94> 1078 15. Confirmed candidates must consent to their confirmation and 1079 rejected candidates and nominees must be notified before 1080 confirmed candidates are announced. 1082 It is not necessary to notify and get consent from all confirmed 1083 candidates together. 1085 A nominee may not know they were a candidate. This permits a 1086 candidate to be rejected by a confirming body without the 1087 nominee knowing about the rejection. 1089 Rejected nominees, who consented to their nomination, and 1090 rejected candidates must be notified prior to announcing the 1091 confirmed candidates. 1093 It is not necessary to announce all confirmed candidates 1094 together. 1096 The nominating committee must ensure that all confirmed 1097 candidates are prepared to serve prior to announcing their 1098 confirmation. 1099 <95> 1100 16. The nominating committee should archive the information it has 1101 collected or produced for a period of time not to exceed its 1102 term. 1104 The purpose of the archive is to assist the nominating committee 1105 should it be necessary for it to fill a mid-term vacancy. 1107 The existence of an archive, how it is implemented, and what 1108 information to archive is at the discretion of the committee. 1109 The decision must be approved by a quorum of the voting 1110 volunteer members. 1112 The implementation of the archive should make every reasonable 1113 effort to ensure that the confidentiality of the information it 1114 contains is maintained. 1116 6. Dispute Resolution Process 1117 <96> 1118 The dispute resolution process described here is to be used as 1119 indicated elsewhere in this document. Its applicability in other 1120 circumstances is beyond the scope of this document. 1121 <97> 1122 The nominating committee operates under a strict rule of 1123 confidentiality. For this reason when process issues arise it is 1124 best to make every reasonable effort to resolve them within the 1125 committee. However, when circumstances do not permit this or no 1126 resolution is forthcoming, the process described here is to be used. 1127 <98> 1128 The following rules apply to the process. 1129 <99> 1130 1. The results of this process are final and binding. There is no 1131 appeal. 1132 <100> 1133 2. The process begins with the submission of a request as described 1134 below to the Internet Society President. 1135 <101> 1136 3. As soon as the process begins, the nominating committee may 1137 continue those activities that are unrelated to the issue to be 1138 resolved except that it must not submit any candidates to a 1139 confirming body until the issue is resolved. 1140 <102> 1141 4. All parties to the process are subject to the same 1142 confidentiality rules as each member of the nominating committee. 1143 <103> 1144 5. The process should be completed within two weeks. 1146 <104> 1147 The process is as follows. 1148 <105> 1149 1. The party seeking resolution submits a written request (email is 1150 acceptable) to the Internet Society President detailing the issue 1151 to be resolved. 1152 <106> 1153 2. The Internet Society President appoints an arbiter to investigate 1154 and resolve the issue. A self-appointment is permitted. 1155 <107> 1156 3. The arbiter investigates the issue making every reasonable effort 1157 to understand both sides of the issue. Since the arbiter is 1158 subject to the same confidentiality obligations as all nominating 1159 committee members, all members are expect to cooperate fully with 1160 the arbiter and to provide all relevant information to the 1161 arbiter for review. 1163 <108> 1164 4. After consultation with the two principal parties to the issue, 1165 the arbiter decides on a resolution. Whatever actions are 1166 necessary to execute the resolution are immediately begun and 1167 completed as quickly as possible. 1168 <109> 1169 5. The arbiter summarizes the issue, the resolution, and the 1170 rationale for the resolution for the Internet Society President. 1171 <110> 1172 6. In consultation with the Internet Society President, the arbiter 1173 prepares a report of the dispute and its resolution. The report 1174 should include all information that in the judgement of the 1175 arbiter does not violate the confidentiality requirements of the 1176 nominating committee. 1177 <111> 1178 7. The Chair includes the dispute report when reporting on the 1179 activities of the nominating committee to the IETF community. 1181 7. Member Recall 1182 <112> 1183 The following rules apply to the recall process. If necessary, a 1184 paragraph discussing the interpretation of each rule is included. 1185 <113> 1186 1. At any time, at least 20 members of the IETF community, who are 1187 qualified to be voting members of a nominating committee, may 1188 request by signed petition (email is acceptable) to the Internet 1189 Society President the recall of any sitting of a body with 1190 members to which this document applies. 1192 All individual and collective qualifications of nominating 1193 committee eligibility are applicable, including that no more than 1194 two signatories may have the same primary affiliation. 1196 Each signature must include a full name, email address, and 1197 primary company or organization affiliation. 1199 The IETF Secretariat is responsible for confirming that each 1200 signatory is qualified to be a voting member of a nominating 1201 committee. A valid petition must be signed by at least 20 1202 qualified signatories. 1204 The petition must include a statement of justification for the 1205 recall and all relevant and appropriate supporting documentation. 1207 The petition and its signatories must be announced to the IETF 1208 community. 1209 <114> 1210 2. Internet Society President shall appoint a Recall Committee 1211 Chair. 1213 The Internet Society President must not evaluate the recall 1214 request. It is explicitly the responsibility of the IETF 1215 community to evaluate the behavior of its leaders. 1216 <115> 1217 3. The recall committee is created according to the same rules as is 1218 the nominating committee with the qualifications that both the 1219 person being investigated and the parties requesting the recall 1220 must not be a member of the recall committee in any capacity. 1221 <116> 1222 4. The recall committee operates according to the same rules as the 1223 nominating committee with the qualification that there is no 1224 confirmation process. 1225 <117> 1226 5. The recall committee investigates the circumstances of the 1227 justification for the recall and votes on its findings. 1229 The investigation must include at least both an opportunity for 1230 the member being recalled to present a written statement and 1231 consultation with third parties. 1232 <118> 1233 6. A 3/4 majority of the members who vote on the question is 1234 required for a recall. 1235 <119> 1236 7. If a sitting member is recalled the open position is to be filled 1237 according to the mid-term vacancy rules. 1239 8. Changes From RFC3777 1240 <120> 1241 This section describes the substantive change from RFC3777. 1242 <121> 1243 o The IAOC was added as a body to which this document applies. The 1244 addition was made by considering the IAOC as equal to the IESG and 1245 IAB. 1247 9. Acknowledgements 1248 <122> 1249 There have been a number of people involved with the development of 1250 this document over the years as it has progressed from RFC2027 1251 through RFC2282, RFC2727, and RFC3777 to its current version. 1252 <123> 1253 A great deal of credit goes to the first three Nominating Committee 1254 Chairs: 1255 <124> 1256 1993 - Jeff Case 1257 <125> 1258 1994 - Fred Baker 1259 <126> 1260 1995 - John Curran 1262 <127> 1263 who had the "pleasure" of operating without the benefit of a 1264 documented process. It was their fine work and oral tradition that 1265 became the first version of this document. 1266 <128> 1267 Of course we can not overlook the bug discovery burden that each of 1268 the Chairs since the first publication have had to endure: 1269 <129> 1270 1996 - Guy Almes 1271 <130> 1272 1997 - Geoff Huston 1273 <131> 1274 1998 - Mike St. Johns 1275 <132> 1276 1999 - Donald Eastlake 1277 <133> 1278 2000 - Avri Doria 1279 <134> 1280 2001 - Bernard Adoba 1281 <135> 1282 2002 - Ted T'so 1283 <136> 1284 2003 - Phil Roberts 1285 <137> 1286 2004 - Rich Draves 1287 <138> 1288 2005 - Danny McPherson 1289 <139> 1290 2006 - Ralph Droms 1291 <140> 1292 2007 - Andrew Lange 1294 <141> 1295 2008 - Lakshminath Dondeti 1296 <142> 1297 2009 - Joel Halpern 1299 <143> 1300 The bulk of the early credit goes to the members of the POISSON 1301 Working Group, previously the POISED Working Group. The prose here 1302 would not be what it is were it not for the attentive and insightful 1303 review of its members. Specific acknowledgement must be extended to 1304 Scott Bradner and John Klensin, who consistently contributed to the 1305 improvement of the first three versions of this document. 1306 <144> 1307 In January 2002 a new working group was formed, the Nominating 1308 Committee Working Group (nomcom), to revise the RFC2727 version. 1309 This working group was guided by the efforts of a design team whose 1310 members were as follows: 1311 <145> 1312 Bernard Adoba 1313 <146> 1314 Harald Alvestrand - Chair of the IETF 1315 <147> 1316 Leslie Daigle - Chair of the IAB 1317 <148> 1318 Avri Doria - Chair of the Working Group 1319 <149> 1320 James Galvin - Editor of the Document 1321 <150> 1322 Joel Halpern 1323 <151> 1324 Thomas Narten 1326 10. Security Considerations 1327 <152> 1328 Any selection, confirmation, or recall process necessarily involves 1329 investigation into the qualifications and activities of prospective 1330 candidates. The investigation may reveal confidential or otherwise 1331 private information about candidates to those participating in the 1332 process. Each person who participates in any aspect of the process 1333 must maintain the confidentiality of any and all information not 1334 explicitly identified as suitable for public dissemination. 1335 <153> 1336 When the nominating committee decides it is necessary to share 1337 confidential or otherwise private information with others, the 1338 dissemination must be minimal and must include a prior commitment 1339 from all persons consulted to observe the same confidentiality rules 1340 as the nominating committee itself. 1342 11. Informative References 1344 [RFC3797] Eastlake, D., "Publicly Verifiable Nominations Committee 1345 (NomCom) Random Selection", RFC 3797, June 2004. 1347 [RFC3777] Galvin, J., "IAB and IESG Selection, Confirmation, and 1348 Recall Process: Operation of the Nominating and Recall 1349 Committees", BCP 10, RFC 3777, June 2004. 1351 [RFC4071] Austein, R. and B. Wijnen, "Structure of the IETF 1352 Administrative Support Activity (IASA)", BCP 101, 1353 RFC 4071, April 2005. 1355 Appendix A. Oral Tradition 1356 <157> 1357 Over the years various nominating committees have learned through 1358 oral tradition passed on by liaisons that there are certain 1359 consistencies in the process and information considered during 1360 deliberations. Some items from that oral tradition are collected 1361 here to facilitate its consideration by future nominating committees. 1362 <158> 1363 1. It has been found that experience as an IETF Working Group Chair 1364 or an IRTF Research Group Chair is helpful in giving a nominee 1365 experience of what the job of an Area Director involves. It is 1366 also helps a nominating committee judge the technical, people, 1367 and process management skills of the nominee. 1368 <159> 1369 2. No person should serve both on the IAB and as an Area Director, 1370 except the IETF Chair whose roles as an IAB member and Area 1371 Director of the General Area are set out elsewhere. 1372 <160> 1373 3. The strength of the IAB is found in part in the balance of the 1374 demographics of its members (e.g., national distribution, years 1375 of experience, gender, etc.), the combined skill set of its 1376 members, and the combined sectors (e.g., industry, academia, 1377 etc.) represented by its members. 1378 <161> 1379 4. There are no term limits explicitly because the issue of 1380 continuity versus turnover should be evaluated each year 1381 according to the expectations of the IETF community, as it is 1382 understood by each nominating committee. 1383 <162> 1384 5. The number of nominating committee members with the same primary 1385 affiliation is limited in order to avoid the appearance of 1386 improper bias in choosing the leadership of the IETF. Rather 1387 than defining precise rules for how to define "affiliation," the 1388 IETF community depends on the honor and integrity of the 1389 participants to make the process work. 1391 Appendix B. Nominating Committee Timeline 1392 <163> 1393 This appendix is included for the convenience of the reader and is 1394 not to be interpreted as the definitive timeline. It is intended to 1395 capture the detail described elsewhere in this document in one place. 1396 Although every effort has been made to ensure the description here is 1397 consistent with the description elsewhere, if there are any conflicts 1398 the definitive rule is the one in the main body of this document. 1399 <164> 1400 The only absolute in the timeline rules for the annual process is 1401 that its completion is due by the First IETF of the year after the 1402 nominating committee begins its term. This is supported by the fact 1403 that the confirmed candidate terms begin during the week of the First 1404 IETF. 1405 <165> 1406 The overall annual process is designed to be completed in 7 months. 1407 It is expected to start 8 months prior to the First IETF. The 7 1408 months is split between three major components of the process as 1409 follows. 1410 <166> 1411 1. First is the selection and organization of the committee members. 1412 Three months are allotted for this process. 1413 <167> 1414 2. Second is the selection of the candidates by the nominating 1415 committee. Three months are allotted for this process. 1416 <168> 1417 3. Third is the confirmation of the candidates by their respective 1418 confirming bodies. One month is allotted for this process 1420 <169> 1421 The following figure captures the details of the milestones within 1422 each component. For illustrative purposes the figure presumes the 1423 Friday before the First IETF is March 1. 1425 0. BEGIN 8 Months Prior to First IETF (approx. July 1); Internet 1426 Society President appoints the Chair. The appointment must be 1427 done no later than the Second IETF or 8 months prior to the First 1428 IETF, whichever comes first. The Chair must be announced and 1429 recognized during a plenary session of the Second IETF. 1431 1. The Chair establishes and announces milestones to ensure the 1432 timely selection of the nominating committee members. 1434 2. The Chair contacts the IESG, IAB, and Internet Society Board of 1435 Trustees and requests a liaison. The Chair contacts the prior 1436 year's Chair and requests an advisor. The Chair obtains the list 1437 of IESG and IAB open positions and descriptions from the IETF 1438 Executive Director. 1440 3. The Chair announces the solicitation for voting volunteer members 1441 that must remain open for at least 30 days. The announcement must 1442 be done no later than 7 months and 2 weeks prior to the First IETF 1443 (approx. July 15). 1445 4. After the solicitation closes the Chair announces the pool of 1446 volunteers and the date of the random selection, which must be at 1447 least 1 week in the future. The announcement must be done no 1448 later than 6 months and 2 weeks prior to the First IETF 1449 (approx. August 15). 1451 5. On the appointed day the random selection occurs and the Chair 1452 announces the members of the committee and the 1 week challenge 1453 period. The announcement must be done no later than 6 months and 1454 1 week prior to the First IETF (approx. August 22). 1456 6. During the challenge period the Chair contacts each of the 1457 committee members and confirms their availability to participate. 1459 7. After the challenge period closes the Chair announces the members of 1460 the committee and its term begins. The announcement must be done no 1461 later than 6 months prior to the First IETF (approx. September 1). 1463 8. The committee has one month during which it is to self-organize in 1464 preparation for completing its assigned duties. This must be done no 1465 later than 5 months prior to the First IETF (approx. October 1). 1467 9. END the Committee Member Selection Process; BEGIN the Selection of 1468 Candidates; Time is at least 5 months prior to the First IETF 1469 (approx. October 1). 1471 10. The Chair establishes and announces the milestones to ensure the 1472 timely selection of the candidates, including a call for 1473 nominations for the open positions. The announcement must be done 1474 no later than 5 months prior to the First IETF (approx. October 1475 1). 1477 11. Over the next 3 months the nominating committee collects input and 1478 deliberates. It should plan to conduct interviews and other 1479 consultations during the Third IETF. The committee is due to 1480 complete its candidate selection no later than 2 months prior to the 1481 First IETF (approx. January 1). 1483 12. END the Selection of Candidates; BEGIN the Confirmation of 1484 Candidates; Time is at least 2 months prior to the First IETF 1485 (approx. January 1); 1487 13. The committee presents its candidates to their respective confirming 1488 bodies. The presentation must be done no later than 2 months prior 1489 to the First IETF (approx. January 1). 1491 14. The confirming bodies have 1 month to deliberate and, in 1492 communication with the nominating committee, accept or reject 1493 candidates. 1495 15. The Chair announces the confirmed candidates. The announcement 1496 must be done no later than 1 month prior to the First IETF 1497 (approx. February 1). 1499 Figure 1: The Timeline 1501 Author's Address 1503 James M. Galvin (editor) 1504 eList eXpress LLC 1505 607 Trixsam Road 1506 Sykesville, MD 21784 1507 US 1509 Phone: +1 410-549-4619 1510 Fax: +1 410-795-7978 1511 Email: galvin+ietf@elistx.com 1512 URI: http://www.elistx.com/