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'I-D.ietf-iasa2-struct') == Outdated reference: A later version (-03) exists of draft-ietf-iasa2-trust-update-02 ** Downref: Normative reference to an Informational RFC: RFC 3710 ** Obsolete normative reference: RFC 3777 (Obsoleted by RFC 7437) ** Obsolete normative reference: RFC 7437 (Obsoleted by RFC 8713) -- Duplicate reference: RFC3777, mentioned in 'Err232', was also mentioned in 'RFC3777'. -- Obsolete informational reference (is this intentional?): RFC 3777 (ref. 'Err232') (Obsoleted by RFC 7437) -- Duplicate reference: RFC3777, mentioned in 'Err4179', was also mentioned in 'Err232'. -- Obsolete informational reference (is this intentional?): RFC 3777 (ref. 'Err4179') (Obsoleted by RFC 7437) Summary: 4 errors (**), 0 flaws (~~), 2 warnings (==), 10 comments (--). Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 Network Working Group M. Kucherawy, Ed. 3 Internet-Draft 4 Obsoletes: 7437 (if approved) R. Hinden, Ed. 5 Intended status: Best Current Practice Check Point Software 6 Expires: April 21, 2019 J. Livingood, Ed. 7 Comcast 8 October 18, 2018 10 IAB, IESG, and IETF LLC Selection, Confirmation, and Recall Process: 11 Operation of the Nominating and Recall Committees 12 draft-ietf-iasa2-rfc7437bis-01 14 Abstract 16 The process by which the members of the IAB and IESG, some trustees 17 of the IETF Trust, and some directors of the IETF LLC are selected, 18 confirmed, and recalled is specified in this document. This document 19 based on RFC3777 and RFC7437 and has been updated to reflect the 20 changes introduced by IASA 2.0. 22 This document obsoletes RFC7437. 24 Status of This Memo 26 This Internet-Draft is submitted in full conformance with the 27 provisions of BCP 78 and BCP 79. 29 Internet-Drafts are working documents of the Internet Engineering 30 Task Force (IETF). Note that other groups may also distribute 31 working documents as Internet-Drafts. The list of current Internet- 32 Drafts is at http://datatracker.ietf.org/drafts/current/. 34 Internet-Drafts are draft documents valid for a maximum of six months 35 and may be updated, replaced, or obsoleted by other documents at any 36 time. It is inappropriate to use Internet-Drafts as reference 37 material or to cite them other than as "work in progress." 39 This Internet-Draft will expire on April 21, 2019. 41 Copyright Notice 43 Copyright (c) 2018 IETF Trust and the persons identified as the 44 document authors. All rights reserved. 46 This document is subject to BCP 78 and the IETF Trust's Legal 47 Provisions Relating to IETF Documents 48 (http://trustee.ietf.org/license-info) in effect on the date of 49 publication of this document. Please review these documents 50 carefully, as they describe your rights and restrictions with respect 51 to this document. Code Components extracted from this document must 52 include Simplified BSD License text as described in Section 4.e of 53 the Trust Legal Provisions and are provided without warranty as 54 described in the Simplified BSD License. 56 Table of Contents 58 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 59 2. Definitions . . . . . . . . . . . . . . . . . . . . . . . . . 5 60 3. General . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 61 3.1. Completion Due . . . . . . . . . . . . . . . . . . . . . 6 62 3.2. Nominating Committee Principal Functions . . . . . . . . 6 63 3.3. Positions To Be Reviewed . . . . . . . . . . . . . . . . 7 64 3.4. Term Lengths . . . . . . . . . . . . . . . . . . . . . . 7 65 3.5. Mid-term Vacancies . . . . . . . . . . . . . . . . . . . 9 66 3.6. Confidentiality . . . . . . . . . . . . . . . . . . . . . 9 67 3.7. Advice and Consent Model . . . . . . . . . . . . . . . . 10 68 3.7.1. Positions To Be Reviewed . . . . . . . . . . . . . . 10 69 3.7.2. Candidate Selection . . . . . . . . . . . . . . . . . 11 70 3.7.3. Candidate Review . . . . . . . . . . . . . . . . . . 11 71 3.7.4. Confirmation . . . . . . . . . . . . . . . . . . . . 12 72 3.8. Sitting Members and Directors . . . . . . . . . . . . . . 12 73 3.9. Announcements . . . . . . . . . . . . . . . . . . . . . . 13 74 4. Nominating Committee Selection . . . . . . . . . . . . . . . 13 75 4.1. Timeline . . . . . . . . . . . . . . . . . . . . . . . . 14 76 4.2. Term . . . . . . . . . . . . . . . . . . . . . . . . . . 14 77 4.3. Structure . . . . . . . . . . . . . . . . . . . . . . . . 14 78 4.4. Chair Duties . . . . . . . . . . . . . . . . . . . . . . 15 79 4.5. Chair Selection . . . . . . . . . . . . . . . . . . . . . 16 80 4.6. Temporary Chair . . . . . . . . . . . . . . . . . . . . . 16 81 4.7. Liaisons . . . . . . . . . . . . . . . . . . . . . . . . 16 82 4.8. Liaison Appointment . . . . . . . . . . . . . . . . . . . 17 83 4.9. Advisors . . . . . . . . . . . . . . . . . . . . . . . . 17 84 4.10. Past Chair . . . . . . . . . . . . . . . . . . . . . . . 17 85 4.11. Voting Volunteers . . . . . . . . . . . . . . . . . . . . 18 86 4.12. Milestones . . . . . . . . . . . . . . . . . . . . . . . 18 87 4.13. Open Positions . . . . . . . . . . . . . . . . . . . . . 18 88 4.14. Volunteer Qualification . . . . . . . . . . . . . . . . . 19 89 4.15. Not Qualified . . . . . . . . . . . . . . . . . . . . . . 20 90 4.16. Selection Process . . . . . . . . . . . . . . . . . . . . 20 91 4.17. Announcement of Selection Results . . . . . . . . . . . . 20 92 4.18. Committee Organization . . . . . . . . . . . . . . . . . 22 93 5. Nominating Committee Operation . . . . . . . . . . . . . . . 22 94 5.1. Discretion . . . . . . . . . . . . . . . . . . . . . . . 22 95 5.2. Selection Timeline . . . . . . . . . . . . . . . . . . . 23 96 5.3. Confirmation Timeline . . . . . . . . . . . . . . . . . . 23 97 5.4. Milestones . . . . . . . . . . . . . . . . . . . . . . . 23 98 5.5. Voting Mechanism . . . . . . . . . . . . . . . . . . . . 23 99 5.6. Voting Quorum . . . . . . . . . . . . . . . . . . . . . . 23 100 5.7. Voting Member Recall . . . . . . . . . . . . . . . . . . 24 101 5.8. Chair Recall . . . . . . . . . . . . . . . . . . . . . . 25 102 5.9. Deliberations . . . . . . . . . . . . . . . . . . . . . . 25 103 5.10. Call for Nominees . . . . . . . . . . . . . . . . . . . . 25 104 5.11. Nominations . . . . . . . . . . . . . . . . . . . . . . . 25 105 5.12. Candidate Selection . . . . . . . . . . . . . . . . . . . 26 106 5.13. Consent to Nomination . . . . . . . . . . . . . . . . . . 26 107 5.14. Notifying Confirming Bodies . . . . . . . . . . . . . . . 27 108 5.15. Confirming Candidates . . . . . . . . . . . . . . . . . . 27 109 5.16. Archives . . . . . . . . . . . . . . . . . . . . . . . . 28 110 6. Dispute Resolution Process . . . . . . . . . . . . . . . . . 28 111 7. Member, Trustee, and Director Recall . . . . . . . . . . . . 29 112 7.1. IETF LLC Director Removal . . . . . . . . . . . . . . . . 30 113 7.2. IESG and IAB Member and IETF Trust Trustee Recall . . . . 30 114 7.2.1. Petition . . . . . . . . . . . . . . . . . . . . . . 30 115 7.2.2. Recall Committee Chair . . . . . . . . . . . . . . . 30 116 7.2.3. Recall Committee Creation . . . . . . . . . . . . . . 31 117 7.2.4. Recall Committee Rules . . . . . . . . . . . . . . . 31 118 7.2.5. Recall Committee Operation . . . . . . . . . . . . . 31 119 7.2.6. 3/4 Majority . . . . . . . . . . . . . . . . . . . . 31 120 7.2.7. Position To Be Filled . . . . . . . . . . . . . . . . 31 121 8. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 31 122 9. Security Considerations . . . . . . . . . . . . . . . . . . . 31 123 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 32 124 10.1. Normative References . . . . . . . . . . . . . . . . . . 32 125 10.2. Informative References . . . . . . . . . . . . . . . . . 32 126 Appendix A. Changes Since RFC 3777 . . . . . . . . . . . . . . . 33 127 Appendix B. Changes Since RFC 7437 . . . . . . . . . . . . . . . 33 128 Appendix C. Oral Tradition . . . . . . . . . . . . . . . . . . . 34 129 Appendix D. Nominating Committee Timeline . . . . . . . . . . . 34 130 Appendix E. Acknowledgments . . . . . . . . . . . . . . . . . . 37 131 Appendix F. Change log [RFC Editor: Please remove] . . . . . . . 37 132 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 38 134 1. Introduction 136 This document is a revision of [RFC7437] that updates it to be 137 consistent with the IASA 2.0 changes. RFC7437 was based on [RFC3777] 138 that consolidated and updated other RFCs that updated that document 139 into a single specification. The result is a complete specification 140 of the process by which members of the Internet Architecture Board 141 (IAB) and Internet Engineering Steering Group (IESG), some trustees 142 of the IETF Trust, and some directors of the IETF Administration LLC 143 (IETF LLC), are selected, confirmed, and recalled. 145 Section 2 of [I-D.ietf-iasa2-trust-update] provides further details 146 about the IETF Trust trustees positions that are filled by the IETF 147 Nominating Committee (NomCom). 149 Section 4 of [I-D.ietf-iasa2-struct] provides further details about 150 the IETF LLC Board Director positions that are filled by the NomCom. 152 The following two assumptions continue to be true of this 153 specification: 155 1. The Internet Research Task Force (IRTF) and Internet Research 156 Steering Group (IRSG) are not a part of the process described 157 here. 159 2. The organization (and reorganization) of the IESG is not a part 160 of the process described here. 162 The time frames specified here use IETF meetings as a frame of 163 reference. The time frames assume that the IETF meets three times 164 per calendar year with approximately equal amounts of time between 165 them. The meetings are referred to as the First IETF, Second IETF, 166 or Third IETF as needed. 168 The next section lists the words and phrases commonly used throughout 169 this document with their intended meaning. 171 The majority of this document is divided into four major topics as 172 follows: 174 General: This is a set of rules and constraints that apply to the 175 selection and confirmation process as a whole. 177 Nominating Committee Selection: This is the process by which the 178 volunteers who will serve on the committee are selected. 180 Nominating Committee Operation: This is the set of principles, 181 rules, and constraints that guide the activities of the NomCom, 182 including the confirmation process. 184 Member, Trustee, and Director Recall: This is the process by which 185 the behavior of a sitting member of the IESG, or IAB, IETF Trust 186 Trustee, or IETF LLC Director may be questioned, perhaps resulting 187 in the removal of the sitting member. See Section 2 for a 188 description of what a sitting member means for each of these 189 groups. 191 A final section describes how this document differs from [RFC3777] 192 and [RFC7437]. 194 An appendix of useful facts and practices collected from previous 195 NomComs is also included. 197 This document updates the IAB, IESG, and IAOC Selection, 198 Confirmation, and Recall Process to be aligned with IASA 2.0 Model 199 [I-D.ietf-iasa2-struct] that creates a IETF Administration Limited 200 Liability Company ("LLC") managed by a board of directors ("LLC 201 Board"). This document obsoletes [RFC7437]. 203 2. Definitions 205 The following words and phrases are commonly used throughout this 206 document. They are listed here with their intended meaning for the 207 convenience of the reader. 209 Candidate: A nomine who has been selected to be considered for 210 confirmation by a confirming body. 212 Confirmed Candidate: A candidate that has been reviewed and approved 213 by a confirming body. 215 Nominating Committee Term: The term begins when its members are 216 officially announced, which is expected to be prior to the Third 217 IETF to ensure it is fully operational at the Third IETF. The 218 term ends at the Third IETF (not three meetings) after the next 219 NomCom's term begins. 221 IETF Executive Director: The person charged with day-to-day 222 operation of the IETF's administrative functions. (See 223 Section 4.4 of [I-D.ietf-iasa2-struct]). Note: This was 224 previously the name of the IETF Secretariat position that is now 225 called the "Managing Director, IETF Secretariat". 227 Managing Director, IETF Secretariat: The person charged with 228 operation of the IETF Secretariat function. (See Section 2 of 229 [RFC3710]). 231 Nominee: A person who is being or has been considered for one or 232 more open positions of the IESG, IAB, IETF Trust trustee or IETF 233 LLC. 235 Sitting Member: A person who is currently serving as a member of the 236 IESG or IAB. 238 Sitting Director: A person who is currently serving as a Director of 239 the IETF LLC. 241 Sitting IETF Trust trustee: A person who is currently serving as a 242 Trustee of the IETF Trust. 244 3. General 246 The following set of rules apply to the process as a whole. If 247 necessary, a paragraph discussing the interpretation of each rule is 248 included. 250 3.1. Completion Due 252 The completion of the annual process is due within seven months. 254 The completion of the annual process is due one month prior to the 255 Friday of the week before the First IETF. It is expected to begin at 256 least eight months prior to the Friday of the week before the First 257 IETF. 259 The process officially begins with the announcement of the Chair of 260 the committee. The process officially ends when all confirmed 261 candidates have been announced. 263 The annual process is comprised of three major components as follows: 265 1. The selection and organization of the NomCom members. 267 2. The selection of candidates by the NomCom. 269 3. The confirmation of the candidates. 271 There is an additional month set aside between when the annual 272 process is expected to end and the term of the new candidates is to 273 begin. This time may be used during unusual circumstances to extend 274 the time allocated for any of the components listed above. 276 3.2. Nominating Committee Principal Functions 278 The principal functions of the NomCom are to review each open IESG, 279 IAB, and IETF LLC position and to nominate either its incumbent or a 280 superior candidate. 282 Although there is no term limit for serving in any IESG, IAB, or IETF 283 LLC position, the NomCom may use length of service as one of its 284 criteria for evaluating an incumbent. 286 The NomCom does not select the open positions to be reviewed; it is 287 instructed as to which positions to review. 289 The NomCom will be given the titles of the positions to be reviewed 290 and a brief summary of the desired expertise of the candidate that is 291 nominated to fill each position. 293 Incumbents must notify the NomCom if they wish to be nominated. 295 The NomCom does not confirm its candidates; it presents its 296 candidates to the appropriate confirming body as indicated below. 298 A superior candidate is one who the NomCom believes would contribute 299 in such a way as to improve or enhance the body to which he or she is 300 nominated. 302 3.3. Positions To Be Reviewed 304 Approximately one-half of each of the then current IESG and IAB 305 positions, and one IETF Trust and IETF LLC position, is selected to 306 be reviewed each year. 308 The intent of this rule is to ensure the review of approximately one- 309 half of each of the IESG and IAB sitting members, one of the three 310 NomCom nominated IETF LLC director positions, and one of the three 311 nominated IETF Trust trustee positions, each year. It is recognized 312 that circumstances may exist that will require the NomCom to review 313 more or less than the usual number of positions, e.g., if the IESG, 314 IAB, IETF Trust, or IETF LLC have reorganized prior to this process 315 and created new positions, if there are an odd number of current 316 positions, or if a member or director unexpectedly resigns. 318 3.4. Term Lengths 320 Confirmed IESG and IAB candidates are expected to serve at least a 321 two-year term. The intent of this rule is to ensure that members of 322 the IESG and IAB serve the number of years that best facilitates the 323 review of one-half of the members each year. 325 Confirmed IETF LLC director candidates are expected to serve at least 326 a three-year term, except if a nominating or selection body decides 327 to use a shorter term to allow for initial staggered appointments. 328 Please refer to Sections 4.9, 4.10, and 4.11 of 329 [I-D.ietf-iasa2-struct] for additional guidance on terms length and 330 term limits for the IETF LLC. 332 Confirmed IETF Trust trustee candidates are expected to serve at 333 least a three-year term, except if a nominating or selection body 334 decides to use a shorter term to allow for initial staggered 335 appointments. Please refer to Section 2. of 337 [I-D.ietf-iasa2-trust-update] for additional guidance on terms length 338 and term limits for the IETF Trust. 340 The term of a confirmed candidate selected according to the mid-term 341 vacancy rules may be less than a full term (two years for IESG and 342 IAB, three years for the IETF Trust and IETF LLC), as stated 343 elsewhere in this document. 345 It is consistent with this rule for the NomCom to choose one or more 346 of the currently open positions to which it may assign a term of not 347 more than three years in order to ensure the ideal application of 348 this rule in the future. 350 It is consistent with this rule for the NomCom to choose one or more 351 of the currently open positions that share responsibilities with 352 other positions (both those being reviewed and those sitting) to 353 which it may assign a term of not more than three years to ensure 354 that all such members or directors will not be reviewed at the same 355 time. 357 All sitting member terms end during the First IETF meeting 358 corresponding to the end of the term for which they were confirmed. 359 All confirmed candidate terms begin during the First IETF meeting 360 corresponding to the beginning of the term for which they were 361 confirmed. 363 For confirmed candidates of the IESG, the terms begin no later than 364 when the currently sitting members' terms end on the last day of the 365 meeting. A term may begin or end no sooner than the first day of the 366 meeting and no later than the last day of the meeting as determined 367 by the mutual agreement of the currently sitting member and the 368 confirmed candidate. A confirmed candidate's term may overlap the 369 sitting member's term during the meeting as determined by their 370 mutual agreement. 372 For confirmed candidates of the IAB, the terms overlap with the terms 373 of the sitting members for the entire week of the meeting. 375 For confirmed trustee candidates of the IETF Trust, the term begins 376 at the next IETF Trust or as dictated by the policies and procedures 377 of the IETF Trust. 379 For confirmed director candidates of the IETF LLC, the term begins at 380 the next appropriate IETF LLC Board meeting or as dictated by the 381 policies and procedures of the IETF LLC. 383 For candidates confirmed under the mid-term vacancy rules, the term 384 begins as soon as possible after the confirmation. 386 3.5. Mid-term Vacancies 388 Mid-term vacancies are filled by the same rules as documented here 389 with four qualifications, namely: 391 1. When there is only one official NomCom, the body with the mid- 392 term vacancy relegates the responsibility to fill the vacancy to 393 it. If the mid-term vacancy occurs during the period of time 394 that the term of the prior year's NomCom overlaps with the term 395 of the current year's NomCom, the body with the mid-term vacancy 396 must relegate the responsibility to fill the vacancy to the prior 397 year's NomCom. 399 2. If it is the case that the NomCom is reconvening to fill the mid- 400 term vacancy, then the completion of the candidate selection and 401 confirmation process is due within six weeks, with all other time 402 periods otherwise unspecified prorated accordingly. 404 3. The confirming body has two weeks from the day it is notified of 405 a candidate to reject the candidate, otherwise the candidate is 406 assumed to have been confirmed. 408 4. The term of the confirmed candidate will be either: 410 A. the remainder of the term of the open position if that 411 remainder is not less than one year or 413 B. the remainder of the term of the open position plus the next 414 two-year term if that remainder is less than one year. 416 In both cases, a year is the period of time from a First IETF meeting 417 to the next First IETF meeting. 419 3.6. Confidentiality 421 All deliberations and supporting information that relates to specific 422 nominees, candidates, and confirmed candidates are confidential. 424 The NomCom and confirming body members will be exposed to 425 confidential information as a result of their deliberations, their 426 interactions with those they consult, and from those who provide 427 requested supporting information. All members and all other 428 participants are expected to handle this information in a manner 429 consistent with its sensitivity. 431 It is consistent with this rule for current NomCom members who have 432 served on prior NomComs to advise the current committee on 433 deliberations and results of the prior committee, as necessary and 434 appropriate. 436 The list of nominees willing to be considered for positions under 437 review in the current NomCom cycle is not confidential. The NomCom 438 may disclose a list of names of nominees who are willing to be 439 considered for positions under review to the community, in order to 440 obtain feedback from the community on these nominees. 442 The list of nominees disclosed for a specific position should contain 443 only the names of nominees who are willing to be considered for the 444 position under review. 446 The NomCom may choose not to include some names in the disclosed 447 list, at their discretion. 449 The NomCom may disclose an updated list, at its discretion. For 450 example, the NomCom might disclose an updated list if it identifies 451 errors/omissions in a previously disclosed version of the disclosed 452 list, or if the NomCom finds it necessary to call for additional 453 nominees, and these nominees indicate a willingness to be considered 454 before the NomCom has completed its deliberations. 456 Nominees may choose to ask people to provide feedback to the NomCom 457 but should not encourage any public statements of support. NomComs 458 should consider nominee-encouraged lobbying and campaigning to be 459 unacceptable behavior. 461 IETF community members are encouraged to provide feedback on nominees 462 to the NomCom but should not post statements of support/non-support 463 for nominees in any public forum. 465 3.7. Advice and Consent Model 467 Unless otherwise specified, the advice and consent model is used 468 throughout the process. This model is characterized as follows. 470 3.7.1. Positions To Be Reviewed 472 The chair of the IESG, IAB, IETF Trust and IETF LLC each informs the 473 NomCom of their respective positions to be reviewed. 475 The IESG, IAB, IETF Trust and IETF LLC are responsible for providing 476 a summary of the expertise desired of the candidates selected for 477 their respective open positions. The summaries are provided to the 478 NomCom for its consideration. 480 3.7.2. Candidate Selection 482 The NomCom selects candidates based on its understanding of the IETF 483 community's consensus of the qualifications required and advises each 484 confirming body of its respective candidates. 486 3.7.3. Candidate Review 488 The confirming bodies review their respective candidates, they may at 489 their discretion communicate with the NomCom, and then consent to 490 some, all, or none of the candidates. 492 The sitting IAB members review the IESG candidates. 494 The Internet Society Board of Trustees reviews the IAB candidates. 496 The sitting IESG members review the IETF Trust trustee Candidates. 498 The IETF LLC candidate is reviewed as specified in 499 [I-D.ietf-iasa2-struct]. 501 The confirming bodies conduct their review using all information and 502 any means acceptable to them, including but not limited to the 503 supporting information provided by the NomCom, information known 504 personally to members of the confirming bodies and shared within the 505 confirming body, the results of interactions within the confirming 506 bodies, and the confirming bodies' interpretation of what is in the 507 best interests of the IETF community. 509 If all of the candidates are confirmed, the job of the NomCom with 510 respect to those open positions is complete. 512 If some or none of the candidates submitted to a confirming body are 513 confirmed, the confirming body should communicate with the NomCom 514 both to explain the reason why all the candidates were not confirmed 515 and to understand the NomCom's rationale for its candidates. 517 The confirming body may reject individual candidates, in which case 518 the NomCom must select alternate candidates for the rejected 519 candidates. 521 Any additional time required by the NomCom should not exceed its 522 maximum time allotment. 524 3.7.4. Confirmation 526 A confirming body decides whether it confirms each candidate using a 527 confirmation decision rule chosen by the confirming body. 529 If a confirming body has no specific confirmation decision rule, then 530 confirming a given candidate should require at least one-half of the 531 confirming body's sitting members to agree to that confirmation. 533 The decision may be made by conducting a formal vote, by asserting 534 consensus based on informal exchanges (e.g., email), or by any other 535 mechanism that is used to conduct the normal business of the 536 confirming body. 538 Regardless of which decision rule the confirming body uses, any 539 candidate that is not confirmed under that rule is considered to be 540 rejected. 542 The confirming body must make its decision within a reasonable time 543 frame. The results from the confirming body must be reported 544 promptly to the NomCom. 546 3.8. Sitting Members and Directors 548 The following rules apply to nominees and candidates who are 549 currently sitting members of the IESG or IAB, or IETF LLC directors 550 and who are not sitting in an open position being filled by the 551 NomCom. 553 The confirmation of a candidate to an open position does not 554 automatically create a vacancy in the IESG, IAB, or IETF LLC position 555 currently occupied by the candidate. The mid-term vacancy can not 556 exist until, first, the candidate formally resigns from the current 557 position and, second, the body with the vacancy formally decides for 558 itself that it wants the NomCom to fill the mid-term vacancy 559 according to the rules for a mid-term vacancy documented elsewhere in 560 this document. 562 The resignation should be effective as of when the term of the new 563 position begins. The resignation may remain confidential to the 564 IESG, IAB, IETF LLC, and NomCom until the confirmed candidate is 565 announced for the new position. The process, according to rules set 566 out elsewhere in this document, of filling the seat vacated by the 567 confirmed candidate may begin as soon as the vacancy is publicly 568 announced. 570 Filling a mid-term vacancy is a separate and independent action from 571 the customary action of filling open positions. In particular, a 572 NomCom must complete its job with respect to filling the open 573 positions and then separately proceed with the task of filling the 574 mid-term vacancy according to the rules for a mid-term vacancy 575 documented elsewhere in this document. 577 However, the following exception is permitted in the case where the 578 candidate for an open position is currently a sitting member of the 579 IAB. It is consistent with these rules for the announcements of a 580 resignation of a sitting member of the IAB and of the confirmed 581 candidate for the mid-term vacancy created by that sitting member on 582 the IAB to all occur at the same time as long as the actual sequence 583 of events that occurred did so in the following order: 585 1. The NomCom completes the advice and consent process for the open 586 position being filled by the candidate currently sitting on the 587 IAB. 589 2. The newly confirmed candidate resigns from their current position 590 on the IAB. 592 3. The IAB with the new mid-term vacancy requests that the NomCom 593 fill the position. 595 4. The IAB Chair (or the Managing Director, IETF Secretariat, if no 596 Chair has been named or the vacancy was created via the departure 597 of the IAB Chair) informs the NomCom of the mid-term vacancy. 599 5. The NomCom acts on the request to fill the mid-term vacancy. 601 3.9. Announcements 603 All announcements must be made using at least the mechanism used by 604 the IETF Secretariat for its announcements, including a notice on the 605 IETF web site. 607 As of the publication of this document, the current mechanism is an 608 email message to both the "ietf" and the "ietf-announce" mailing 609 lists. 611 4. Nominating Committee Selection 613 The following set of rules apply to the creation of the NomCom and 614 the selection of its members. 616 4.1. Timeline 618 The completion of the process of selecting and organizing the members 619 of the NomCom is due within three months. 621 The completion of the selection and organization process is due at 622 least one month prior to the Third IETF. This ensures the NomCom is 623 fully operational and available for interviews and consultation 624 during the Third IETF. 626 4.2. Term 628 The term of a NomCom is expected to be 15 months. 630 It is the intent of this rule that the end of a NomCom's term overlap 631 by approximately three months the beginning of the term of the next 632 NomCom. 634 The term of a NomCom begins when its members are officially 635 announced. The term ends at the Third IETF (not three meetings), 636 i.e., the IETF meeting after the next NomCom's term begins. 638 A term is expected to begin at least two months prior to the Third 639 IETF to ensure the NomCom has at least one month to get organized 640 before preparing for the Third IETF. 642 A NomCom is expected to complete any work in progress before it is 643 dissolved at the end of its term. 645 During the period of time when the terms of the NomComs overlap, all 646 mid-term vacancies are to be relegated to the prior year's NomCom. 647 The prior year's NomCom has no other responsibilities during the 648 overlap period. At all times other than the overlap period, there is 649 exactly one official NomCom and it is responsible for all mid-term 650 vacancies. 652 When the prior year's NomCom is filling a mid-term vacancy during the 653 period of time that the terms overlap, the NomCom operate 654 independently. However, some coordination is needed between them. 655 Since the prior year's Chair is a non-voting advisor to the current 656 NomCom, the coordination is expected to be straightforward. 658 4.3. Structure 660 The NomCom comprises at least a Chair, 10 voting volunteers, two 661 liaisons, and an advisor. 663 Any committee member may propose the addition of an advisor to 664 participate in some or all of the deliberations of the committee. 665 The addition must be approved by the committee according to its 666 established voting mechanism. Advisors participate as individuals. 668 Any committee member may propose the addition of a liaison from other 669 unrepresented organizations to participate in some or all of the 670 deliberations of the committee. The addition must be approved by the 671 committee according to its established voting mechanism. Liaisons 672 participate as representatives of their respective organizations. 674 The Chair is selected according to rules stated elsewhere in this 675 document. 677 The 10 voting volunteers are selected according to rules stated 678 elsewhere in this document. 680 The IESG and IAB liaisons are selected according to rules stated 681 elsewhere in this document. 683 The Internet Society Board of Trustees may appoint a liaison to the 684 NomCom at its own discretion. 686 The Chair of last year's NomCom serves as an advisor according to 687 rules stated elsewhere in this document. 689 The Chair, liaisons, and advisors do not vote on the selection of 690 candidates. They do vote on all other issues before the committee 691 unless otherwise specified in this document. 693 4.4. Chair Duties 695 The Chair of the NomCom is responsible for ensuring the NomCom 696 completes its assigned duties in a timely fashion and performs in the 697 best interests of the IETF community. 699 The Chair must be thoroughly familiar with the rules and guidance 700 indicated throughout this document. The Chair must ensure the NomCom 701 completes its assigned duties in a manner that is consistent with 702 this document. 704 The Chair must attest by proclamation at a plenary session of the 705 First IETF that the results of the committee represent its best 706 effort and the best interests of the IETF community. 708 The Chair does not vote on the selection of candidates. 710 4.5. Chair Selection 712 The Internet Society President appoints the Chair, who must meet the 713 same requirements for membership in the NomCom as a voting volunteer. 715 The NomCom Chair must agree to invest the time necessary to ensure 716 that the NomCom completes its assigned duties and to perform in the 717 best interests of the IETF community in that role. 719 The appointment is due no later than the Second IETF meeting to 720 ensure it can be announced during a plenary session at that meeting. 721 The completion of the appointment is necessary to ensure the annual 722 process can complete at the time specified elsewhere in this 723 document. 725 4.6. Temporary Chair 727 A Chair, in consultation with the Internet Society President, may 728 appoint a temporary substitute for the Chair position. 730 There are a variety of ordinary circumstances that may arise from 731 time to time that could result in a Chair being unavailable to 732 oversee the activities of the committee. The Chair, in consultation 733 with the Internet Society President, may appoint a substitute from a 734 pool comprised of the liaisons currently serving on the committee and 735 the prior year's Chair or designee. 737 Any such appointment must be temporary and does not absolve the Chair 738 of any or all responsibility for ensuring the NomCom completes its 739 assigned duties in a timely fashion. 741 4.7. Liaisons 743 Liaisons are responsible for ensuring the NomCom in general and the 744 Chair in particular execute their assigned duties in the best 745 interests of the IETF community. 747 Liaisons are expected to represent the views of their respective 748 organizations during the deliberations of the committee. They should 749 provide information as requested or when they believe it would be 750 helpful to the committee. 752 Liaisons from the IESG and IAB are expected to provide information to 753 the NomCom regarding the operation, responsibility, and composition 754 of their respective bodies. 756 Liaisons are expected to convey questions from the committee to their 757 respective organizations and responses to those questions to the 758 committee, as requested by the committee. 760 Liaisons from the IESG, IAB, and Internet Society Board of Trustees 761 (if one was appointed) are expected to review the operation and 762 executing process of the NomCom and to report any concerns or issues 763 to the Chair of the NomCom immediately. If they can not resolve the 764 issue between themselves, liaisons must report it according to the 765 dispute resolution process stated elsewhere in this document. 767 Liaisons from confirming bodies are expected to assist the committee 768 in preparing the testimony it is required to provide with its 769 candidates. 771 Liaisons may have other NomCom responsibilities as required by their 772 respective organizations or requested by the NomCom, except that such 773 responsibilities may not conflict with any other provisions of this 774 document. 776 Liaisons do not vote on the selection of candidates. 778 4.8. Liaison Appointment 780 DISCUSSION 782 Should the IETF Trust and IETF LLC appoint a liaisons to the 783 NomCom? 785 The sitting IAB and IESG members each appoint a liaison from their 786 current membership, someone who is not sitting in an open position, 787 to serve on the NomCom. 789 4.9. Advisors 791 An advisor is responsible for such duties as specified by the 792 invitation that resulted in the appointment. 794 Advisors do not vote on the selection of candidates. 796 4.10. Past Chair 798 The Chair of the prior year's NomCom serves as an advisor to the 799 current committee. 801 The prior year's Chair is expected to review the actions and 802 activities of the current Chair and to report any concerns or issues 803 to the NomCom Chair immediately. If they can not resolve the issue 804 between themselves, the prior year's Chair must report it according 805 to the dispute resolution process stated elsewhere in this document. 807 The prior year's Chair may select a designee from a pool composed of 808 the voting volunteers of the prior year's committee and all prior 809 Chairs if the Chair is unavailable. If the prior year's Chair is 810 unavailable or is unable or unwilling to make such a designation in a 811 timely fashion, the Chair of the current year's committee may select 812 a designee in consultation with the Internet Society President. 814 Selecting a prior year's committee member as the designee permits the 815 experience of the prior year's deliberations to be readily available 816 to the current committee. Selecting an earlier prior year Chair as 817 the designee permits the experience of being a Chair as well as that 818 Chair's committee deliberations to be readily available to the 819 current committee. 821 All references to "prior year's Chair" in this document refer to the 822 person serving in that role, whether it is the actual prior year's 823 Chair or a designee. 825 4.11. Voting Volunteers 827 Voting volunteers are responsible for completing the tasks of the 828 NomCom in a timely fashion. 830 Each voting volunteer is expected to participate in all activities of 831 the NomCom with a level of effort approximately equal to all other 832 voting volunteers. Specific tasks to be completed are established 833 and managed by the Chair according to rules stated elsewhere in this 834 document. 836 4.12. Milestones 838 The Chair must establish and announce milestones for the selection of 839 the NomCom members. 841 There is a defined time period during which the selection process is 842 due to be completed. The Chair must establish a set of milestones 843 which, if met in a timely fashion, will result in the completion of 844 the process on time. 846 4.13. Open Positions 848 The Chair (or the Managing Director, IETF Secretariat, if no Chair 849 has been named four weeks after the First IETF meeting of the year) 850 obtains the list of positions to be reviewed and announces it along 851 with a solicitation for names of volunteers from the IETF community 852 willing to serve on the NomCom. 854 If the Managing Director, IETF Secretariat issues the solicitation 855 for volunteers, the Managing Director, IETF Secretariat must also 856 collect responses to the solicitation and provide the names of 857 volunteers to the incoming NomCom Chair when the incoming NomCom 858 Chair is named. 860 At the Chair's request, the IETF Secretariat may perform other 861 clerical support tasks, as long as the task being performed does not 862 require NomCom Chair judgment, in the NomCom Chair's opinion, and as 863 long as the community is appropriately notified that this request is 864 being made. This request may come from the incoming NomCom Chair (if 865 one has been selected for this NomCom cycle) or the previous NomCom 866 Chair (if the search for an incoming NomCom Chair is still underway). 868 The solicitation must permit the community at least 30 days during 869 which they may choose to volunteer to be selected for the NomCom. 871 The list of open positions is published with the solicitation to 872 facilitate community members choosing between volunteering for an 873 open position and volunteering for the NomCom. 875 4.14. Volunteer Qualification 877 Members of the IETF community must have attended at least three of 878 the last five IETF meetings in order to volunteer. 880 The five meetings are the five most recent meetings that ended prior 881 to the date on which the solicitation for NomCom volunteers was 882 submitted for distribution to the IETF community. 884 The IETF Secretariat is responsible for confirming that volunteers 885 have met the attendance requirement. 887 Volunteers must provide their full name, email address, and primary 888 company or organization affiliation (if any) when volunteering. 890 Volunteers are expected to be familiar with the IETF processes and 891 procedures, which are readily learned by active participation in a 892 working group and especially by serving as a document editor or 893 working group chair. 895 4.15. Not Qualified 897 Any person who serves on the Internet Society Board of Trustees, the 898 IETF Trust, the IETF LLC Board of Directors, the IAB, or the IESG, 899 including those who serve on these bodies in ex officio positions, 900 may not volunteer to serve as voting members of the NomCom. In 901 addition, employees or contractors of the IETF LLC may not volunteer 902 to serve as voting members of the NomCom. Liaisons to these bodies 903 from other bodies or organizations are not excluded by this rule. 905 4.16. Selection Process 907 The Chair announces both the list of the pool of volunteers from 908 which the 10 voting volunteers will be randomly selected and the 909 method with which the selection will be completed. 911 The announcement should be made at least one week prior to the date 912 on which the random selection will occur. 914 The pool of volunteers must be enumerated or otherwise indicated 915 according to the needs of the selection method to be used. 917 The announcement must specify the data that will be used as input to 918 the selection method. The method must depend on random data whose 919 value is not known or available until the date on which the random 920 selection will occur. 922 It must be possible to independently verify that the selection method 923 used is both fair and unbiased. A method is fair if each eligible 924 volunteer is equally likely to be selected. A method is unbiased if 925 no one can influence its outcome in favor of a specific outcome. 927 It must be possible to repeat the selection method, either through 928 iteration or by restarting in such a way as to remain fair and 929 unbiased. This is necessary to replace selected volunteers should 930 they become unavailable after selection. 932 The selection method must produce an ordered list of volunteers. 934 One possible selection method is described in [RFC3797]. 936 4.17. Announcement of Selection Results 938 The Chair randomly selects the 10 voting volunteers from the pool of 939 names of volunteers and announces the members of the NomCom. 941 No more than two volunteers with the same primary affiliation may be 942 selected for the NomCom. The Chair reviews the primary affiliation 943 of each volunteer selected by the method in turn. If the primary 944 affiliation for a volunteer is the same as two previously selected 945 volunteers, that volunteer is removed from consideration and the 946 method is repeated to identify the next eligible volunteer. 948 There must be at least two announcements of all members of the 949 NomCom. 951 The first announcement should occur as soon after the random 952 selection as is reasonable for the Chair. The community must have at 953 least one week during which any member may challenge the results of 954 the random selection. 956 The challenge must be made in writing (email is acceptable) to the 957 Chair. The Chair has 48 hours to review the challenge and offer a 958 resolution to the member. If the resolution is not accepted by the 959 member, that member may report the challenge according to the dispute 960 resolution process stated elsewhere in this document. 962 If a selected volunteer, upon reading the announcement with the list 963 of selected volunteers, finds that two or more other volunteers have 964 the same affiliation, then the volunteer should notify the Chair who 965 will determine the appropriate action. 967 During at least the one week challenge period, the Chair must contact 968 each of the members and confirm their willingness and availability to 969 serve. The Chair should make every reasonable effort to contact each 970 member. 972 o If the Chair is unable to contact a liaison, the problem is 973 referred to the respective organization to resolve. The Chair 974 should allow a reasonable amount of time for the organization to 975 resolve the problem and then may proceed without the liaison. 977 o If the Chair is unable to contact an advisor, the Chair may elect 978 to proceed without the advisor, except for the prior year's Chair 979 for whom the Chair must consult with the Internet Society 980 President as stated elsewhere in this document. 982 o If the Chair is unable to contact a voting volunteer, the Chair 983 must repeat the random selection process in order to replace the 984 unavailable volunteer. There should be at least one day between 985 the announcement of the iteration and the selection process. 987 After at least one week and confirming that 10 voting volunteers are 988 ready to serve, the Chair makes the second announcement of the 989 members of the NomCom, which officially begins the term of the 990 NomCom. 992 4.18. Committee Organization 994 The Chair works with the members of the committee to organize itself 995 in preparation for completing its assigned duties. 997 The committee has approximately one month during which it can self- 998 organize. Its responsibilities during this time include but are not 999 limited to the following: 1001 o Setting up a regular teleconference schedule. 1003 o Setting up an internal web site. 1005 o Setting up a mailing list for internal discussions. 1007 o Setting up an email address for receiving community input. 1009 o Establishing operational procedures. 1011 o Establishing milestones in order to monitor the progress of the 1012 selection process. 1014 5. Nominating Committee Operation 1016 The following rules apply to the operation of the NomCom. If 1017 necessary, a paragraph discussing the interpretation of each rule is 1018 included. 1020 The rules are organized approximately in the order in which they 1021 would be invoked. 1023 5.1. Discretion 1025 All rules and special circumstances not otherwise specified are at 1026 the discretion of the committee. 1028 Exceptional circumstances will occasionally arise during the normal 1029 operation of the NomCom. This rule is intended to foster the 1030 continued forward progress of the committee. 1032 Any member of the committee may propose a rule for adoption by the 1033 committee. The rule must be approved by the committee according to 1034 its established voting mechanism. 1036 All members of the committee should consider whether the exception is 1037 worthy of mention in the next revision of this document and follow-up 1038 accordingly. 1040 5.2. Selection Timeline 1042 The completion of the process of selecting candidates to be confirmed 1043 by their respective confirming body is due within three months. 1045 The completion of the selection process is due at least two months 1046 prior to the First IETF. This ensures the NomCom has sufficient time 1047 to complete the confirmation process. 1049 5.3. Confirmation Timeline 1051 The completion of the process of confirming the candidates is due 1052 within one month. 1054 The completion of the confirmation process is due at least one month 1055 prior to the First IETF. 1057 5.4. Milestones 1059 The Chair must establish a set of NomCom milestones for the candidate 1060 selection and confirmation process. 1062 There is a defined time period during which the candidate selection 1063 and confirmation process must be completed. The Chair must establish 1064 a set of milestones that, if met in a timely fashion, will result in 1065 the completion of the process on time. The Chair should allow time 1066 for iterating the activities of the committee if one or more 1067 candidates are not confirmed. 1069 The Chair should ensure that all committee members are aware of the 1070 milestones. 1072 5.5. Voting Mechanism 1074 The Chair must establish a voting mechanism. 1076 The committee must be able to objectively determine when a decision 1077 has been made during its deliberations. The criteria for determining 1078 closure must be established and known to all members of the NomCom. 1080 5.6. Voting Quorum 1082 At least a quorum of committee members must participate in a vote. 1084 Only voting volunteers vote on a candidate selection. For a 1085 candidate selection vote, a quorum is comprised of at least seven of 1086 the voting volunteers. 1088 At all other times, a quorum is present if at least 75% of the NomCom 1089 members are participating. 1091 5.7. Voting Member Recall 1093 Any member of the NomCom may propose to the committee that any other 1094 member except the Chair be recalled. The process for recalling the 1095 Chair is defined elsewhere in this document. 1097 There are a variety of ordinary circumstances that may arise that 1098 could result in one or more members of the committee being 1099 unavailable to complete their assigned duties, for example, health 1100 concerns, family issues, or a change of priorities at work. A 1101 committee member may choose to resign for unspecified personal 1102 reasons. In addition, the committee may not function well as a group 1103 because a member may be disruptive or otherwise uncooperative. 1105 Regardless of the circumstances, if individual committee members can 1106 not work out their differences between themselves, the entire 1107 committee may be called upon to discuss and review the circumstances. 1108 If a resolution is not forthcoming, a vote may be conducted. A 1109 member may be recalled if at least a quorum of all committee members 1110 agree, including the vote of the member being recalled. 1112 If a liaison member is recalled, the committee must notify the 1113 affected organization and must allow a reasonable amount of time for 1114 a replacement to be identified by the organization before proceeding. 1116 If an advisor member other than the prior year's Chair is recalled, 1117 the committee may choose to proceed without the advisor. In the case 1118 of the prior year's Chair, the Internet Society President must be 1119 notified and the current Chair must be allowed a reasonable amount of 1120 time to consult with the Internet Society President to identify a 1121 replacement before proceeding. 1123 If a single voting volunteer position on the NomCom is vacated, 1124 regardless of the circumstances, the committee may choose to proceed 1125 with only nine voting volunteers at its own discretion. In all other 1126 cases, a new voting member must be selected, and the Chair must 1127 repeat the random selection process including an announcement of the 1128 iteration prior to the actual selection as stated elsewhere in this 1129 document. 1131 A change in the primary affiliation of a voting volunteer during the 1132 term of the NomCom is not a cause to request the recall of that 1133 volunteer, even if the change would result in more than two voting 1134 volunteers with the same affiliation. 1136 5.8. Chair Recall 1138 Only the prior year's Chair may request the recall of the current 1139 Chair. 1141 It is the responsibility of the prior year's Chair to ensure the 1142 current Chair completes the assigned tasks in a manner consistent 1143 with this document and in the best interests of the IETF community. 1145 Any member of the committee who has an issue or concern regarding the 1146 Chair should report it to the prior year's Chair immediately. The 1147 prior year's Chair is expected to report it to the Chair immediately. 1148 If they can not resolve the issue between themselves, the prior 1149 year's Chair must report it according to the dispute resolution 1150 process stated elsewhere in this document. 1152 5.9. Deliberations 1154 All members of the NomCom may participate in all deliberations. 1156 The emphasis of this rule is that no member can be explicitly 1157 excluded from any deliberation. However, a member may individually 1158 choose not to participate in a deliberation. 1160 5.10. Call for Nominees 1162 The Chair announces the open positions to be reviewed, the desired 1163 expertise provided by the Managing Director, IETF Secretariat, and 1164 the call for nominees. 1166 The call for nominees must include a request for comments regarding 1167 the past performance of incumbents, which will be considered during 1168 the deliberations of the NomCom. 1170 The call must request that a nomination include a valid, working 1171 email address, a telephone number, or both for the nominee. The 1172 nomination must include the set of skills or expertise the nominator 1173 believes the nominee has that would be desirable. 1175 5.11. Nominations 1177 Any member of the IETF community may nominate any member of the IETF 1178 community for any open position, whose eligibility to serve will be 1179 confirmed by the NomCom. 1181 A self-nomination is permitted. 1183 NomCom members are not eligible to be considered for filling any open 1184 position by the NomCom on which they serve. They become ineligible 1185 as soon as the term of the NomCom on which they serve officially 1186 begins. They remain ineligible for the duration of that NomCom's 1187 term. 1189 Although each NomCom's term overlaps with the following NomCom's 1190 term, NomCom members are eligible for nomination by the following 1191 committee if not otherwise disqualified. 1193 Members of the IETF community who were recalled from any IESG, IAB, 1194 or IETF LLC position during the previous two years are not eligible 1195 to be considered for filling any open position. 1197 5.12. Candidate Selection 1199 The NomCom selects candidates based on its understanding of the IETF 1200 community's consensus of the qualifications required to fill the open 1201 positions. 1203 The intent of this rule is to ensure that the NomCom consults with a 1204 broad base of the IETF community for input to its deliberations. In 1205 particular, the NomCom must determine if the desired expertise for 1206 the open positions matches its understanding of the qualifications 1207 desired by the IETF community. 1209 The consultations are permitted to include names of nominees, if all 1210 parties to the consultation agree to observe the same confidentiality 1211 rules as the NomCom itself, or the names are public as discussed in 1212 Section 3.6. Feedback on individual nominees should always be 1213 confidential. 1215 A broad base of the community should include the existing members of 1216 the IESG and IAB, and IETF LLC directors, especially sitting members 1217 who share responsibilities with open positions, e.g., co-Area 1218 Directors, and working group chairs, especially those in the areas 1219 with open positions. 1221 Only voting volunteer members vote to select candidates. 1223 5.13. Consent to Nomination 1225 Nominees should be advised that they are being considered and must 1226 consent to their nomination prior to being chosen as candidates. 1228 Although the NomCom will make every reasonable effort to contact and 1229 to remain in contact with nominees, any nominee whose contact 1230 information changes during the process and who wishes to still be 1231 considered should inform the NomCom of the changes. 1233 A nominee's consent must be written (email is acceptable) and must 1234 include a commitment to provide the resources necessary to fill the 1235 open position and an assurance that the nominee will perform the 1236 duties of the position for which they are being considered in the 1237 best interests of the IETF community. 1239 Consenting to a nomination must occur prior to a nominee being a 1240 candidate and may occur as soon after the nomination as needed by the 1241 NomCom. 1243 Consenting to a nomination must not imply the nominee will be a 1244 candidate. 1246 The NomCom should help nominees provide justification to their 1247 employers. 1249 5.14. Notifying Confirming Bodies 1251 The NomCom advises the confirming bodies of their candidates, 1252 specifying a single candidate for each open position and testifying 1253 as to how each candidate meets the qualifications of an open 1254 position. 1256 For each candidate, the testimony must include a brief statement of 1257 the qualifications for the position that is being filled, which may 1258 be exactly the expertise that was requested. If the qualifications 1259 differ from the expertise originally requested, a brief statement 1260 explaining the difference must be included. 1262 The testimony may include a brief resume of the candidate and/or a 1263 brief summary of the deliberations of the NomCom. 1265 5.15. Confirming Candidates 1267 Confirmed candidates must consent to their confirmation, and rejected 1268 candidates and nominees must be notified before confirmed candidates 1269 are announced. 1271 It is not necessary to notify and get consent from all confirmed 1272 candidates together. 1274 A nominee may not know they were a candidate. This permits a 1275 candidate to be rejected by a confirming body without the nominee 1276 knowing about the rejection. 1278 Rejected nominees, who consented to their nomination, and rejected 1279 candidates must be notified prior to announcing the confirmed 1280 candidates. 1282 It is not necessary to announce all confirmed candidates together. 1284 The NomCom must ensure that all confirmed candidates are prepared to 1285 serve prior to announcing their confirmation. 1287 5.16. Archives 1289 The NomCom should archive the information it has collected or 1290 produced for a period of time but not to exceed its term. 1292 The purpose of the archive is to assist the NomCom should it be 1293 necessary for it to fill a mid-term vacancy. 1295 The existence of an archive, how it is implemented, and what 1296 information to archive is at the discretion of the committee. The 1297 decision must be approved by a quorum of the voting volunteer 1298 members. 1300 The implementation of the archive should make every reasonable effort 1301 to ensure that the confidentiality of the information it contains is 1302 maintained. 1304 6. Dispute Resolution Process 1306 The dispute resolution process described here is to be used as 1307 indicated elsewhere in this document. Its applicability in other 1308 circumstances is beyond the scope of this document. 1310 The NomCom operates under a strict rule of confidentiality. For this 1311 reason, when process issues arise, it is best to make every 1312 reasonable effort to resolve them within the committee. However, 1313 when circumstances do not permit this or no resolution is 1314 forthcoming, the process described here is to be used. 1316 The following rules apply to the process. 1318 1. The results of this process are final and binding. There is no 1319 appeal. 1321 2. The process begins with the submission of a request as described 1322 below to the Internet Society President. 1324 3. As soon as the process begins, the NomCom may continue those 1325 activities that are unrelated to the issue to be resolved except 1326 that it must not submit any candidates to a confirming body until 1327 the issue is resolved. 1329 4. All parties to the process are subject to the same 1330 confidentiality rules as each member of the NomCom. 1332 5. The process should be completed within two weeks. 1334 The process is as follows: 1336 1. The party seeking resolution submits a written request (email is 1337 acceptable) to the Internet Society President detailing the issue 1338 to be resolved. 1340 2. The Internet Society President appoints an arbiter to investigate 1341 and resolve the issue. A self-appointment is permitted. 1343 3. The arbiter investigates the issue making every reasonable effort 1344 to understand both sides of the issue. Since the arbiter is 1345 subject to the same confidentiality obligations as all NomCom 1346 members, all members are expected to cooperate fully with the 1347 arbiter and to provide all relevant information to the arbiter 1348 for review. 1350 4. After consultation with the two principal parties to the issue, 1351 the arbiter decides on a resolution. Whatever actions are 1352 necessary to execute the resolution are immediately begun and 1353 completed as quickly as possible. 1355 5. The arbiter summarizes the issue, the resolution, and the 1356 rationale for the resolution for the Internet Society President. 1358 6. In consultation with the Internet Society President, the arbiter 1359 prepares a report of the dispute and its resolution. The report 1360 should include all information that in the judgment of the 1361 arbiter does not violate the confidentiality requirements of the 1362 NomCom. 1364 7. The Chair includes the dispute report when reporting on the 1365 activities of the NomCom to the IETF community. 1367 7. Member, Trustee, and Director Recall 1369 The following rules apply to the recall process. If necessary, a 1370 paragraph discussing the interpretation of each rule is included. 1372 7.1. IETF LLC Director Removal 1374 As described in Section 4.12 of [I-D.ietf-iasa2-struct], directors of 1375 the IETF LLC Board may be removed with or without cause by the IETF 1376 LLC Board itself. In addition, this IETF recall process can also be 1377 used to remove or recall an IETF LLC director, except for the 1378 director appointed by the Internet Society. 1380 7.2. IESG and IAB Member and IETF Trust Trustee Recall 1382 7.2.1. Petition 1384 At any time, at least 20 members of the IETF community, who are 1385 qualified to be voting members of a NomCom, may request by signed 1386 petition (email is acceptable) to the Internet Society President the 1387 recall of any sitting IESG or IAB member, or NomCom appointed IETF 1388 Trust trustee. 1390 All individual and collective qualifications of NomCom eligibility 1391 are applicable, including that no more than two signatories may have 1392 the same primary affiliation. 1394 Each signature must include a full name, email address, and primary 1395 company or organization affiliation. 1397 The IETF Secretariat is responsible for confirming that each 1398 signatory is qualified to be a voting member of a NomCom. A valid 1399 petition must be signed by at least 20 qualified signatories. 1401 The petition must include a statement of justification for the recall 1402 and all relevant and appropriate supporting documentation. 1404 The petition and its signatories must be announced to the IETF 1405 community. 1407 7.2.2. Recall Committee Chair 1409 The Internet Society President shall appoint a Recall Committee 1410 Chair. 1412 The Internet Society President must not evaluate the recall request. 1413 It is explicitly the responsibility of the IETF community to evaluate 1414 the behavior of its leaders. 1416 7.2.3. Recall Committee Creation 1418 The recall committee is created according to the same rules as is the 1419 NomCom with the qualifications that both the person being 1420 investigated and the parties requesting the recall must not be a 1421 member of the recall committee in any capacity. 1423 7.2.4. Recall Committee Rules 1425 The recall committee operates according to the same rules as the 1426 NomCom with the qualification that there is no confirmation process. 1428 7.2.5. Recall Committee Operation 1430 The recall committee investigates the circumstances of the 1431 justification for the recall and votes on its findings. 1433 The investigation must include at least both an opportunity for the 1434 member being recalled to present a written statement and consultation 1435 with third parties. 1437 7.2.6. 3/4 Majority 1439 A 3/4 majority of the members who vote on the question is required 1440 for a recall. 1442 7.2.7. Position To Be Filled 1444 If a sitting member is recalled, the open position is to be filled 1445 according to the mid-term vacancy rules. 1447 8. IANA Considerations 1449 No IANA actions required. 1451 9. Security Considerations 1453 Any selection, confirmation, or recall process necessarily involves 1454 investigation into the qualifications and activities of prospective 1455 candidates. The investigation may reveal confidential or otherwise 1456 private information about candidates to those participating in the 1457 process. Each person who participates in any aspect of the process 1458 must maintain the confidentiality of any and all information not 1459 explicitly identified as suitable for public dissemination. 1461 When the NomCom decides it is necessary to share confidential or 1462 otherwise private information with others, the dissemination must be 1463 minimal and must include a prior commitment from all persons 1464 consulted to observe the same confidentiality rules as the NomCom 1465 itself. 1467 10. References 1469 10.1. Normative References 1471 [I-D.ietf-iasa2-struct] 1472 Haberman, B., Hall, J., and J. Livingood, "Record of 1473 Proposed Structure of the IETF Administrative Support 1474 Activity (IASA), Version 2.0", draft-ietf-iasa2-struct-06 1475 (work in progress), September 2018. 1477 [I-D.ietf-iasa2-trust-update] 1478 Arkko, J. and T. Hardie, "Update to the Process for 1479 Selection of Trustees for the IETF Trust", draft-ietf- 1480 iasa2-trust-update-02 (work in progress), October 2018. 1482 [RFC3710] Alvestrand, H., "An IESG charter", RFC 3710, DOI 10.17487/ 1483 RFC3710, February 2004, . 1486 [RFC3777] Galvin, J., Ed., "IAB and IESG Selection, Confirmation, 1487 and Recall Process: Operation of the Nominating and Recall 1488 Committees", RFC 3777, DOI 10.17487/RFC3777, June 2004, 1489 . 1491 [RFC7437] Kucherawy, M., Ed., "IAB, IESG, and IAOC Selection, 1492 Confirmation, and Recall Process: Operation of the 1493 Nominating and Recall Committees", BCP 10, RFC 7437, DOI 1494 10.17487/RFC7437, January 2015, . 1497 10.2. Informative References 1499 [Err232] RFC Errata, "Erratum ID 232", RFC 3777. 1501 [Err4179] RFC Errata, "Erratum ID 4179", RFC 3777. 1503 [RFC3797] Eastlake 3rd, D., "Publicly Verifiable Nominations 1504 Committee (NomCom) Random Selection", RFC 3797, DOI 1505 10.17487/RFC3797, June 2004, . 1508 Appendix A. Changes Since RFC 3777 1510 o Converted source file from nroff to XML, resulting in some 1511 reformatting. 1513 o Applied errata for RFC 3777 ([Err232] and [Err4179]). 1515 o Applied RFC 5078 update. 1517 o Applied RFC 5633 update. 1519 o Applied RFC 5680 update. 1521 o Applied RFC 6859 update. 1523 o Corrected a few grammatical errors. 1525 o Added a reference to RFC 3710. 1527 Appendix B. Changes Since RFC 7437 1529 o Changed all mentions of the Internet Administrative Oversight 1530 committee (IAOC), and replaced it with the appropriate references 1531 to the IETF Administration LLC (IETF LLC). This included making 1532 changes on an as needed basis to some aspects of the process for 1533 the IETF LLC, in accordance with IASA2. 1535 o Revised definition of IETF Executive Director, and added 1536 definition of "Managing Director, IETF Secretariat". Changed text 1537 to "Managing Director, IETF Secretariat" where appropriate. 1539 o Added references to appropriate IASA2 documents. 1541 o Modified the Advice and Consent model to enable IESG, IAB, and 1542 IETF LLC to communicate directly with the NomCom rather than via 1543 the Managing Director, IETF Secretariat. 1545 o Updated removal text to reflect the new LLC rules, which enables 1546 removal via the LLC or the IETF recall process, except for the 1547 ISOC-appointed director. 1549 o Updated the document to clarify that there are members of the IAB 1550 and IESG, and director of the IETF LLC. 1552 o Updated document to also specify procedures for the NomCom 1553 appointed IETF Trust trustees. 1555 o Revised Abstract and Introduction to provide current context. 1557 o Changed "nominating committee" to "NomCom" throughout the document 1558 because it is what most use to describe the IETF Nominating 1559 Committee. 1561 o Editorial changes. 1563 Appendix C. Oral Tradition 1565 Over the years, various NomComs have learned through oral tradition 1566 passed on by liaisons that there are certain consistencies in the 1567 process and information considered during deliberations. Some items 1568 from that oral tradition are collected here to facilitate its 1569 consideration by future NomComs. 1571 1. It has been found that experience as an IETF Working Group Chair 1572 or an IRTF Research Group Chair is helpful in giving a nominee 1573 experience of what the job of an Area Director involves. It also 1574 helps a NomCom judge the technical, people, and process 1575 management skills of the nominee. 1577 2. No person should serve both on the IAB and as an Area Director, 1578 except the IETF Chair whose roles as an IAB member and Area 1579 Director of the General Area are set out elsewhere. 1581 3. The strength of the IAB is found in part in the balance of the 1582 demographics of its members (e.g., national distribution, years 1583 of experience, gender, etc.), the combined skill set of its 1584 members, and the combined sectors (e.g., industry, academia, 1585 etc.) represented by its members. 1587 4. There are no term limits explicitly because the issue of 1588 continuity versus turnover should be evaluated each year 1589 according to the expectations of the IETF community, as it is 1590 understood by each NomCom. 1592 5. The number of NomCom members with the same primary affiliation is 1593 limited in order to avoid the appearance of improper bias in 1594 choosing the leadership of the IETF. Rather than defining 1595 precise rules for how to define "affiliation", the IETF community 1596 depends on the honor and integrity of the participants to make 1597 the process work. 1599 Appendix D. Nominating Committee Timeline 1601 This appendix is included for the convenience of the reader and is 1602 not to be interpreted as the definitive timeline. It is intended to 1603 capture the detail described elsewhere in this document in one place. 1604 Although every effort has been made to ensure the description here is 1605 consistent with the description elsewhere, if there are any conflicts 1606 the definitive rule is the one in the main body of this document. 1608 The only absolute in the timeline rules for the annual process is 1609 that its completion is due by the First IETF of the year after the 1610 NomCom begins its term. This is supported by the fact that the 1611 confirmed candidate terms begin during the week of the First IETF. 1613 The overall annual process is designed to be completed in seven 1614 months. It is expected to start nine months prior to the First IETF. 1615 The time is split between three major components of the process 1616 roughly as follows: 1618 1. First is the selection and organization of the committee members. 1619 Three months are allotted for this process. 1621 2. Second is the selection of the candidates by the NomCom. Four 1622 months are allotted for this process. 1624 3. Third is the confirmation of the candidates by their respective 1625 confirming bodies. Two months are allotted for this process. 1627 The following list captures the details of the milestones within each 1628 component. For illustrative purposes, the list presumes the Friday 1629 before the First IETF is March 1. Numbers shown in square brackets 1630 indicate the expected number of weeks at each step. 1632 1. BEGIN Eight Months Prior to First IETF (approx. June 1); 1633 Internet Society President appoints the Chair. The appointment 1634 must be done no later than the Second IETF or eight months prior 1635 to the First IETF, whichever comes first. The Chair must be 1636 announced and recognized during a plenary session of the Second 1637 IETF. [0] 1639 2. The Chair establishes and announces milestones to ensure the 1640 timely selection of the NomCom members. [1] 1642 3. The Chair contacts the IESG, IAB, and Internet Society Board of 1643 Trustees and requests a liaison. The Chair contacts the prior 1644 year's Chair and requests an advisor. The Chair obtains the 1645 list of IESG, IAB, IETF Trust, and IETF LLC open positions and 1646 descriptions from the chairs of each group. [0] 1648 4. The Chair announces the solicitation for voting volunteer 1649 members that must remain open for at least 30 days. The 1650 announcement must be done no later than seven months and two 1651 weeks prior to the First IETF (approx. June 15). [6] 1653 5. After the solicitation closes, the Chair announces the pool of 1654 volunteers and the date of the random selection, which must be 1655 at least one week in the future. The announcement must be done 1656 no later than six months and two weeks prior to the First IETF 1657 (approx. July 15). [1] 1659 6. On the appointed day, the random selection occurs and the Chair 1660 announces the members of the committee and the one week 1661 challenge period. The announcement must be done no later than 1662 six months and one week prior to the First IETF (approx. July 1663 22). [1] 1665 7. During the challenge period, the Chair contacts each of the 1666 committee members and confirms their availability to 1667 participate. [0] 1669 8. After the challenge period closes, the Chair announces the 1670 members of the committee and its term begins. The announcement 1671 must be done no later than six months prior to the First IETF 1672 (approx. August 1). [1] 1674 9. The committee has one month during which it is to self-organize 1675 in preparation for completing its assigned duties. This must be 1676 done no later than five months prior to the First IETF (approx. 1677 September 15). [6] 1679 10. END the Committee Member Selection Process; BEGIN the Selection 1680 of Candidates; Time is at least five months prior to the First 1681 IETF (approx. September 22). [0] 1683 11. The Chair establishes and announces the milestones to ensure the 1684 timely selection of the candidates, including a call for 1685 nominations for the open positions. The announcement must be 1686 done no later than five months prior to the First IETF (approx. 1687 October 1). [1] 1689 12. Over the next three months, the NomCom collects input and 1690 deliberates. It should plan to conduct interviews and other 1691 consultations during the Third IETF. The committee is due to 1692 complete its candidate selection no later than two months prior 1693 to the First IETF (approx. January 1). [17] 1695 13. END the Selection of Candidates; BEGIN the Confirmation of 1696 Candidates; Time is at least two months prior to the First IETF 1697 (approx. January 1). [0] 1699 14. The committee presents its candidates to their respective 1700 confirming bodies. The presentation must be done no later than 1701 two months prior to the First IETF (approx. January 1). [0] 1703 15. The confirming bodies have one month to deliberate and, in 1704 communication with the NomCom, accept or reject candidates. [4] 1706 16. The Chair notifies and advises unsuccessful nominees that they 1707 have not been selected. [1] 1709 17. The Chair announces the confirmed candidates. The announcement 1710 must be done no later than one month prior to the First IETF 1711 (approx. February 1). [4] 1713 Appendix E. Acknowledgments 1715 A great deal of work went into the RFCs that preceded this one. The 1716 2014 NomCom and this editor would like to thank all of them once 1717 again for the time and energy it took to get us to where we are now. 1718 In no particular order, we acknowledge: 1720 Jeff Case Fred Baker John Curran 1721 Guy Almes Geoff Huston Mike St. Johns 1722 Donald Eastlake Avri Doria Bernard Adoba 1723 Ted T'so Phil Roberts Jim Galvin 1724 Harald Alvestrand Leslie Daigle Joel Halpern 1725 Thomas Narten Spencer Dawkins Barry Leiba 1726 Lars Eggert Ross Callon Brian Carpenter 1727 Robert Elz Bernie Hoeneisen John Klensin 1728 Danny McPherson S. Moonesamy Scott Bradner 1729 Ralph Droms Pekka Savola 1731 Allison Mankin and Russ White provided early reviews and feedback 1732 about this document. 1734 Jari Arkko was very helpful by independently verifying that the 1735 previous text from all the merged documents was marshaled correctly 1736 into this one, and Adrian Farrel and Brian Carpenter caught the nits 1737 that fell through the cracks. 1739 Appendix F. Change log [RFC Editor: Please remove] 1741 draft-ietf-iasa2-rfc74337bis-01, 2018-October-16: 1743 * Modified the Advice and Consent model to enable IESG, IAB, and 1744 IETF LLC to communicate directly with the NomCom rather than 1745 via the Managing Director, IETF Secretariat. 1747 * Updated member removal text to reflect the new LLC rules, which 1748 enables removal via the LLC or the IETF recall process, except 1749 for the ISOC-appointed director. 1750 * Removed discussion text from the volunteer eligibility section. 1751 This means that IETF LLC employees and contractors cannot 1752 volunteer for the NomCom but does not extend that prohibition 1753 to ISOC employees and contractors. 1754 * Updated the document to clarify that there are members of the 1755 IAB and IESG, trustees of the IETF Trust, and directors of the 1756 IETF LLC. 1757 * Removed ISOC Board of Trustees members from the definition of 1758 "sitting members" because it doesn't apply. 1759 * Updated document to also include procedures for the NomCom 1760 appointed IETF Trust trustees. 1761 * Revised Abstract and Introduction to provide current context. 1762 * Changed "nominating committee" to "NomCom" throughout the 1763 document because it is what most use to describe the IETF 1764 Nominating Committee. 1765 * Added an no-actions IANA Considerations Section. 1766 * Editorial changes. 1768 draft-ietf-iasa2-rfc74337bis-00, 2018-October-12: 1769 Initial bis draft, Changes include: 1771 * Changed all mentions of the Internet Administrative Oversight 1772 committee (IAOC), and replaced it with the appropriate 1773 references to the IETF Administration LLC (IETF LLC). This 1774 included making changes on an as needed basis to some aspects 1775 of the process for the IETF LLC, in accordance with IASA2. 1776 * Revised definition of IETF Executive Director, and added 1777 definition of "Managing Director, IETF Secretariat". Changed 1778 text to "Managing Director, IETF Secretariat" where 1779 appropriate. 1780 * Added references to appropriate IASA2 documents. 1781 * Corrected a few grammatical errors. 1783 Authors' Addresses 1785 Murray S. Kucherawy (editor) 1786 270 Upland Drive 1787 San Francisco, CA 94127 1788 United States 1790 Email: superuser@gmail.com 1791 Robert M. Hinden (editor) 1792 Check Point Software 1793 San Carlos, CA 1794 USA 1796 Email: bob.hinden@gmail.com 1798 Jason Livingood (editor) 1799 Comcast 1800 Philadelphia, PA 1801 USA 1803 Email: jason_livingood@comcast.com