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'I-D.ietf-iasa2-struct') == Outdated reference: A later version (-03) exists of draft-ietf-iasa2-trust-update-02 ** Downref: Normative reference to an Informational RFC: RFC 3710 ** Obsolete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 22, 2019 J. Livingood, Ed. 7 Comcast 8 October 19, 2018 10 IAB, IESG, and IETF LLC Selection, Confirmation, and Recall Process: 11 Operation of the IETF Nominating and Recall Committees 12 draft-ietf-iasa2-rfc7437bis-02 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 https://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 22, 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 (https://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 . . . . . . . . . . . . . . . . . . . . . . . 39 134 1. Introduction 136 This document is a revision of [RFC7437] that updates it to be 137 consistent with the IASA 2.0 changes. RFC 7437 was based on 138 [RFC3777] that consolidated and updated other RFCs that updated that 139 document into a single specification. The result is a complete 140 specification of the process by which members of the Internet 141 Architecture Board (IAB) and Internet Engineering Steering Group 142 (IESG), some Trustees of the IETF Trust, and some Directors of the 143 IETF Administration LLC (IETF LLC), are selected, confirmed, and 144 recalled. 146 Section 2 of [I-D.ietf-iasa2-trust-update] provides further details 147 about the IETF Trust Trustees positions that are filled by the IETF 148 Nominating Committee (NomCom). 150 Section 4 of [I-D.ietf-iasa2-struct] provides further details about 151 the IETF LLC Board Director positions that are filled by the NomCom. 153 The following two assumptions continue to be true of this 154 specification: 156 1. The Internet Research Task Force (IRTF) and Internet Research 157 Steering Group (IRSG) are not a part of the process described 158 here. 160 2. The organization (and reorganization) of the IESG is not a part 161 of the process described here. 163 The time frames specified here use IETF meetings as a frame of 164 reference. The time frames assume that the IETF meets three times 165 per calendar year with approximately equal amounts of time between 166 them. The meetings are referred to as the First IETF, Second IETF, 167 or Third IETF as needed. 169 The next section lists the words and phrases commonly used throughout 170 this document with their intended meaning. 172 The majority of this document is divided into four major topics as 173 follows: 175 General: This is a set of rules and constraints that apply to the 176 selection and confirmation process as a whole. 178 Nominating Committee Selection: This is the process by which the 179 volunteers who will serve on the NomCom are selected. 181 Nominating Committee Operation: This is the set of principles, 182 rules, and constraints that guide the activities of the NomCom, 183 including the confirmation process. 185 Member, Trustee, and Director Recall: This is the process by which 186 the behavior of a sitting member of the IESG, or IAB, IETF Trust 187 Trustee, or IETF LLC Director may be questioned, perhaps resulting 188 in the removal of the sitting member. See Section 2 for a 189 description of what a sitting member means for each of these 190 groups. 192 A final section describes how this document differs from [RFC3777] 193 and [RFC7437]. 195 An appendix of useful facts and practices collected from previous 196 NomComs is also included. 198 This document updates the IAB, IESG, and IAOC Selection, 199 Confirmation, and Recall Process to be aligned with IASA 2.0 Model 200 [I-D.ietf-iasa2-struct] that creates a IETF Administration Limited 201 Liability Company ("IETF LLC") managed by a Board of Directors ("LLC 202 Board"). This document obsoletes [RFC7437]. 204 2. Definitions 206 The following words and phrases are commonly used throughout this 207 document. They are listed here with their intended meaning for the 208 convenience of the reader. 210 Candidate: A nominee who has been selected to be considered for 211 confirmation by a confirming body. 213 Confirmed Candidate: A candidate that has been reviewed and approved 214 by a confirming body. 216 Nominating Committee Term: The term begins when its members are 217 officially announced, which is expected to be prior to the Third 218 IETF to ensure it is fully operational at the Third IETF. The 219 term ends at the Third IETF (not three meetings) after the next 220 NomCom's term begins. 222 IETF Executive Director: The person charged with day-to-day 223 operation of the IETF's administrative functions. (See 224 Section 4.4 of [I-D.ietf-iasa2-struct]). Note: This was 225 previously the name of the IETF Secretariat position that is now 226 called the "Managing Director, IETF Secretariat". 228 Managing Director, IETF Secretariat: The person charged with 229 operation of the IETF Secretariat function. (See Section 2 of 230 [RFC3710]). 232 Nominee: A person who is being or has been considered for one or 233 more open positions of the IESG, IAB, IETF Trust Trustee or IETF 234 LLC. 236 Sitting Member: A person who is currently serving as a member of the 237 IESG or IAB. 239 Sitting Director: A person who is currently serving as a Director of 240 the IETF LLC. 242 Sitting IETF Trust Trustee: A person who is currently serving as a 243 Trustee of the IETF Trust. 245 3. General 247 The following set of rules apply to the process as a whole. If 248 necessary, a paragraph discussing the interpretation of each rule is 249 included. 251 3.1. Completion Due 253 The completion of the annual process is due within seven months. 255 The completion of the annual process is due one month prior to the 256 Friday of the week before the First IETF. It is expected to begin at 257 least eight months prior to the Friday of the week before the First 258 IETF. 260 The process officially begins with the announcement of the Chair of 261 the committee. The process officially ends when all confirmed 262 candidates have been announced. 264 The annual process is comprised of three major components as follows: 266 1. The selection and organization of the NomCom members. 268 2. The selection of candidates by the NomCom. 270 3. The confirmation of the candidates. 272 There is an additional month set aside between when the annual 273 process is expected to end and the term of the new candidates is to 274 begin. This time may be used during unusual circumstances to extend 275 the time allocated for any of the components listed above. 277 3.2. Nominating Committee Principal Functions 279 The principal functions of the NomCom are to review each open IESG, 280 IAB, and IETF LLC position and to nominate either its incumbent or a 281 superior candidate. 283 Although there is no term limit for serving in any IESG, IAB, or IETF 284 LLC position, the NomCom may use length of service as one of its 285 criteria for evaluating an incumbent. 287 The NomCom does not select the open positions to be reviewed; it is 288 instructed as to which positions to review. 290 The NomCom will be given the titles of the positions to be reviewed 291 and a brief summary of the desired expertise of the candidate that is 292 nominated to fill each position. 294 Incumbents must notify the NomCom if they wish to be nominated. 296 The NomCom does not confirm its candidates; it presents its 297 candidates to the appropriate confirming body as indicated below. 299 A superior candidate is one who the NomCom believes would contribute 300 in such a way as to improve or enhance the body to which he or she is 301 nominated. 303 3.3. Positions To Be Reviewed 305 Approximately one-half of each of the then current IESG and IAB 306 positions, and one IETF Trust and IETF LLC position, is selected to 307 be reviewed each year. 309 The intent of this rule is to ensure the review of approximately one- 310 half of each of the IESG and IAB sitting members, one of the three 311 NomCom nominated IETF LLC Director positions, and one of the three 312 nominated IETF Trust Trustee positions, each year. It is recognized 313 that circumstances may exist that will require the NomCom to review 314 more or less than the usual number of positions, e.g., if the IESG, 315 IAB, IETF Trust, or IETF LLC have reorganized prior to this process 316 and created new positions, if there are an odd number of current 317 positions, or if a member or Director unexpectedly resigns. 319 3.4. Term Lengths 321 Confirmed IESG and IAB candidates are expected to serve at least a 322 two-year term. The intent of this rule is to ensure that members of 323 the IESG and IAB serve the number of years that best facilitates the 324 review of one-half of the members each year. 326 Confirmed IETF LLC Director candidates are expected to serve at least 327 a three-year term, except if a nominating or selection body decides 328 to use a shorter term to allow for initial staggered appointments. 329 Please refer to Sections 4.9, 4.10, and 4.11 of 330 [I-D.ietf-iasa2-struct] for additional guidance on terms length and 331 term limits for the IETF LLC. 333 Confirmed IETF Trust Trustee candidates are expected to serve at 334 least a three-year term, except if a nominating or selection body 335 decides to use a shorter term to allow for initial staggered 336 appointments. Please refer to Section 2. of 338 [I-D.ietf-iasa2-trust-update] for additional guidance on terms length 339 and term limits for the IETF Trust. 341 The term of a confirmed candidate selected according to the mid-term 342 vacancy rules may be less than a full term (two years for IESG and 343 IAB, three years for the IETF Trust and IETF LLC), as stated 344 elsewhere in this document. 346 It is consistent with this rule for the NomCom to choose one or more 347 of the currently open positions to which it may assign a term of not 348 more than three years in order to ensure the ideal application of 349 this rule in the future. 351 It is consistent with this rule for the NomCom to choose one or more 352 of the currently open positions that share responsibilities with 353 other positions (both those being reviewed and those sitting) to 354 which it may assign a term of not more than three years to ensure 355 that all such members or Directors will not be reviewed at the same 356 time. 358 All sitting member terms end during the First IETF meeting 359 corresponding to the end of the term for which they were confirmed. 360 All confirmed candidate terms begin during the First IETF meeting 361 corresponding to the beginning of the term for which they were 362 confirmed. 364 For confirmed candidates of the IESG, the terms begin no later than 365 when the currently sitting members' terms end on the last day of the 366 meeting. A term may begin or end no sooner than the first day of the 367 meeting and no later than the last day of the meeting as determined 368 by the mutual agreement of the currently sitting member and the 369 confirmed candidate. A confirmed candidate's term may overlap the 370 sitting member's term during the meeting as determined by their 371 mutual agreement. 373 For confirmed candidates of the IAB, the terms overlap with the terms 374 of the sitting members for the entire week of the meeting. 376 For confirmed Trustee candidates of the IETF Trust, the term begins 377 at the next IETF Trust or as dictated by the policies and procedures 378 of the IETF Trust. 380 For confirmed Director candidates of the IETF LLC, the term begins at 381 the next appropriate IETF LLC Board meeting or as dictated by the 382 policies and procedures of the IETF LLC. 384 For candidates confirmed under the mid-term vacancy rules, the term 385 begins as soon as possible after the confirmation. 387 3.5. Mid-term Vacancies 389 Mid-term vacancies are filled by the same rules as documented here 390 with four qualifications, namely: 392 1. When there is only one official NomCom, the body with the mid- 393 term vacancy relegates the responsibility to fill the vacancy to 394 it. If the mid-term vacancy occurs during the period of time 395 that the term of the prior year's NomCom overlaps with the term 396 of the current year's NomCom, the body with the mid-term vacancy 397 must relegate the responsibility to fill the vacancy to the prior 398 year's NomCom. 400 2. If it is the case that the NomCom is reconvening to fill the mid- 401 term vacancy, then the completion of the candidate selection and 402 confirmation process is due within six weeks, with all other time 403 periods otherwise unspecified prorated accordingly. 405 3. The confirming body has two weeks from the day it is notified of 406 a candidate to reject the candidate, otherwise the candidate is 407 assumed to have been confirmed. 409 4. The term of the confirmed candidate will be either: 411 A. the remainder of the term of the open position if that 412 remainder is not less than one year or 414 B. the remainder of the term of the open position plus the next 415 two-year term if that remainder is less than one year. 417 In both cases, a year is the period of time from a First IETF meeting 418 to the next First IETF meeting. 420 3.6. Confidentiality 422 All deliberations and supporting information that relates to specific 423 nominees, candidates, and confirmed candidates are confidential. 425 The NomCom and confirming body members will be exposed to 426 confidential information as a result of their deliberations, their 427 interactions with those they consult, and from those who provide 428 requested supporting information. All members and all other 429 participants are expected to handle this information in a manner 430 consistent with its sensitivity. 432 It is consistent with this rule for current NomCom members who have 433 served on prior NomComs to advise the current committee on 434 deliberations and results of the prior committee, as necessary and 435 appropriate. 437 The list of nominees willing to be considered for positions under 438 review in the current NomCom cycle is not confidential. The NomCom 439 may disclose a list of names of nominees who are willing to be 440 considered for positions under review to the community, in order to 441 obtain feedback from the community on these nominees. 443 The list of nominees disclosed for a specific position should contain 444 only the names of nominees who are willing to be considered for the 445 position under review. 447 The NomCom may choose not to include some names in the disclosed 448 list, at their discretion. 450 The NomCom may disclose an updated list, at its discretion. For 451 example, the NomCom might disclose an updated list if it identifies 452 errors/omissions in a previously disclosed version of the disclosed 453 list, or if the NomCom finds it necessary to call for additional 454 nominees, and these nominees indicate a willingness to be considered 455 before the NomCom has completed its deliberations. 457 Nominees may choose to ask people to provide feedback to the NomCom 458 but should not encourage any public statements of support. NomComs 459 should consider nominee-encouraged lobbying and campaigning to be 460 unacceptable behavior. 462 IETF community members are encouraged to provide feedback on nominees 463 to the NomCom but should not post statements of support/non-support 464 for nominees in any public forum. 466 3.7. Advice and Consent Model 468 Unless otherwise specified, the advice and consent model is used 469 throughout the process. This model is characterized as follows. 471 3.7.1. Positions To Be Reviewed 473 The chair of the IESG, IAB, IETF Trust and IETF LLC each informs the 474 NomCom of their respective positions to be reviewed. 476 The IESG, IAB, IETF Trust and IETF LLC are responsible for providing 477 a summary of the expertise desired of the candidates selected for 478 their respective open positions. The summaries are provided to the 479 NomCom for its consideration. 481 3.7.2. Candidate Selection 483 The NomCom selects candidates based on its understanding of the IETF 484 community's consensus of the qualifications required and advises each 485 confirming body of its respective candidates. 487 3.7.3. Candidate Review 489 The confirming bodies review their respective candidates, they may at 490 their discretion communicate with the NomCom, and then consent to 491 some, all, or none of the candidates. 493 The sitting IAB members review the IESG candidates. 495 The Internet Society Board of Trustees reviews the IAB candidates. 497 The sitting IESG members review the IETF Trust Trustee Candidates. 499 The IETF LLC candidate is reviewed as specified in 500 [I-D.ietf-iasa2-struct]. 502 The confirming bodies conduct their review using all information and 503 any means acceptable to them, including but not limited to the 504 supporting information provided by the NomCom, information known 505 personally to members of the confirming bodies and shared within the 506 confirming body, the results of interactions within the confirming 507 bodies, and the confirming bodies' interpretation of what is in the 508 best interests of the IETF community. 510 If all of the candidates are confirmed, the job of the NomCom with 511 respect to those open positions is complete. 513 If some or none of the candidates submitted to a confirming body are 514 confirmed, the confirming body should communicate with the NomCom 515 both to explain the reason why all the candidates were not confirmed 516 and to understand the NomCom's rationale for its candidates. 518 The confirming body may reject individual candidates, in which case 519 the NomCom must select alternate candidates for the rejected 520 candidates. 522 Any additional time required by the NomCom should not exceed its 523 maximum time allotment. 525 3.7.4. Confirmation 527 A confirming body decides whether it confirms each candidate using a 528 confirmation decision rule chosen by the confirming body. 530 If a confirming body has no specific confirmation decision rule, then 531 confirming a given candidate should require at least one-half of the 532 confirming body's sitting members to agree to that confirmation. 534 The decision may be made by conducting a formal vote, by asserting 535 consensus based on informal exchanges (e.g., email), or by any other 536 mechanism that is used to conduct the normal business of the 537 confirming body. 539 Regardless of which decision rule the confirming body uses, any 540 candidate that is not confirmed under that rule is considered to be 541 rejected. 543 The confirming body must make its decision within a reasonable time 544 frame. The results from the confirming body must be reported 545 promptly to the NomCom. 547 3.8. Sitting Members and Directors 549 The following rules apply to nominees and candidates who are 550 currently sitting members of the IESG or IAB, or IETF LLC Directors 551 and who are not sitting in an open position being filled by the 552 NomCom. 554 The confirmation of a candidate to an open position does not 555 automatically create a vacancy in the IESG, IAB, or IETF LLC position 556 currently occupied by the candidate. The mid-term vacancy cannot 557 exist until, first, the candidate formally resigns from the current 558 position and, second, the body with the vacancy formally decides for 559 itself that it wants the NomCom to fill the mid-term vacancy 560 according to the rules for a mid-term vacancy documented elsewhere in 561 this document. 563 The resignation should be effective as of when the term of the new 564 position begins. The resignation may remain confidential to the 565 IESG, IAB, IETF LLC, and NomCom until the confirmed candidate is 566 announced for the new position. The process, according to rules set 567 out elsewhere in this document, of filling the seat vacated by the 568 confirmed candidate may begin as soon as the vacancy is publicly 569 announced. 571 Filling a mid-term vacancy is a separate and independent action from 572 the customary action of filling open positions. In particular, a 573 NomCom must complete its job with respect to filling the open 574 positions and then separately proceed with the task of filling the 575 mid-term vacancy according to the rules for a mid-term vacancy 576 documented elsewhere in this document. 578 However, the following exception is permitted in the case where the 579 candidate for an open position is currently a sitting member of the 580 IAB. It is consistent with these rules for the announcements of a 581 resignation of a sitting member of the IAB and of the confirmed 582 candidate for the mid-term vacancy created by that sitting member on 583 the IAB to all occur at the same time as long as the actual sequence 584 of events that occurred did so in the following order: 586 1. The NomCom completes the advice and consent process for the open 587 position being filled by the candidate currently sitting on the 588 IAB. 590 2. The newly confirmed candidate resigns from their current position 591 on the IAB. 593 3. The IAB with the new mid-term vacancy requests that the NomCom 594 fill the position. 596 4. The IAB Chair (or the Managing Director, IETF Secretariat, if no 597 Chair has been named or the vacancy was created via the departure 598 of the IAB Chair) informs the NomCom of the mid-term vacancy. 600 5. The NomCom acts on the request to fill the mid-term vacancy. 602 3.9. Announcements 604 All announcements must be made using at least the mechanism used by 605 the IETF Secretariat for its announcements, including a notice on the 606 IETF web site. 608 As of the publication of this document, the current mechanism is an 609 email message to both the "ietf" and the "ietf-announce" mailing 610 lists. 612 4. Nominating Committee Selection 614 The following set of rules apply to the creation of the NomCom and 615 the selection of its members. 617 4.1. Timeline 619 The completion of the process of selecting and organizing the members 620 of the NomCom is due within three months. 622 The completion of the selection and organization process is due at 623 least one month prior to the Third IETF. This ensures the NomCom is 624 fully operational and available for interviews and consultation 625 during the Third IETF. 627 4.2. Term 629 The term of a NomCom is expected to be 15 months. 631 It is the intent of this rule that the end of a NomCom's term overlap 632 by approximately three months the beginning of the term of the next 633 NomCom. 635 The term of a NomCom begins when its members are officially 636 announced. The term ends at the Third IETF (not three meetings), 637 i.e., the IETF meeting after the next NomCom's term begins. 639 A term is expected to begin at least two months prior to the Third 640 IETF to ensure the NomCom has at least one month to get organized 641 before preparing for the Third IETF. 643 A NomCom is expected to complete any work in progress before it is 644 dissolved at the end of its term. 646 During the period of time when the terms of the NomComs overlap, all 647 mid-term vacancies are to be relegated to the prior year's NomCom. 648 The prior year's NomCom has no other responsibilities during the 649 overlap period. At all times other than the overlap period, there is 650 exactly one official NomCom and it is responsible for all mid-term 651 vacancies. 653 When the prior year's NomCom is filling a mid-term vacancy during the 654 period of time that the terms overlap, the NomCom operate 655 independently. However, some coordination is needed between them. 656 Since the prior year's Chair is a non-voting advisor to the current 657 NomCom, the coordination is expected to be straightforward. 659 4.3. Structure 661 The NomCom comprises at least a Chair, 10 voting volunteers, two 662 liaisons, and an advisor. 664 Any committee member may propose the addition of an advisor to 665 participate in some or all of the deliberations of the committee. 666 The addition must be approved by the committee according to its 667 established voting mechanism. Advisors participate as individuals. 669 Any committee member may propose the addition of a liaison from other 670 unrepresented organizations to participate in some or all of the 671 deliberations of the committee. The addition must be approved by the 672 committee according to its established voting mechanism. Liaisons 673 participate as representatives of their respective organizations. 675 The Chair is selected according to rules stated elsewhere in this 676 document. 678 The 10 voting volunteers are selected according to rules stated 679 elsewhere in this document. 681 The IESG and IAB liaisons are selected according to rules stated 682 elsewhere in this document. 684 The Internet Society Board of Trustees may appoint a liaison to the 685 NomCom at its own discretion. 687 The Chair of last year's NomCom serves as an advisor according to 688 rules stated elsewhere in this document. 690 The Chair, liaisons, and advisors do not vote on the selection of 691 candidates. They do vote on all other issues before the committee 692 unless otherwise specified in this document. 694 4.4. Chair Duties 696 The Chair of the NomCom is responsible for ensuring the NomCom 697 completes its assigned duties in a timely fashion and performs in the 698 best interests of the IETF community. 700 The Chair must be thoroughly familiar with the rules and guidance 701 indicated throughout this document. The Chair must ensure the NomCom 702 completes its assigned duties in a manner that is consistent with 703 this document. 705 The Chair must attest by proclamation at a plenary session of the 706 First IETF that the results of the committee represent its best 707 effort and the best interests of the IETF community. 709 The Chair does not vote on the selection of candidates. 711 4.5. Chair Selection 713 The Internet Society President appoints the Chair, who must meet the 714 same requirements for membership in the NomCom as a voting volunteer. 716 The NomCom Chair must agree to invest the time necessary to ensure 717 that the NomCom completes its assigned duties and to perform in the 718 best interests of the IETF community in that role. 720 The appointment is due no later than the Second IETF meeting to 721 ensure it can be announced during a plenary session at that meeting. 722 The completion of the appointment is necessary to ensure the annual 723 process can complete at the time specified elsewhere in this 724 document. 726 4.6. Temporary Chair 728 A Chair, in consultation with the Internet Society President, may 729 appoint a temporary substitute for the Chair position. 731 There are a variety of ordinary circumstances that may arise from 732 time to time that could result in a Chair being unavailable to 733 oversee the activities of the committee. The Chair, in consultation 734 with the Internet Society President, may appoint a substitute from a 735 pool comprised of the liaisons currently serving on the committee and 736 the prior year's Chair or designee. 738 Any such appointment must be temporary and does not absolve the Chair 739 of any or all responsibility for ensuring the NomCom completes its 740 assigned duties in a timely fashion. 742 4.7. Liaisons 744 Liaisons are responsible for ensuring the NomCom in general and the 745 Chair in particular execute their assigned duties in the best 746 interests of the IETF community. 748 Liaisons are expected to represent the views of their respective 749 organizations during the deliberations of the committee. They should 750 provide information as requested or when they believe it would be 751 helpful to the committee. 753 Liaisons from the IESG and IAB are expected to provide information to 754 the NomCom regarding the operation, responsibility, and composition 755 of their respective bodies. 757 Liaisons are expected to convey questions from the committee to their 758 respective organizations and responses to those questions to the 759 committee, as requested by the committee. 761 Liaisons from the IESG, IAB, and Internet Society Board of Trustees 762 (if one was appointed) are expected to review the operation and 763 executing process of the NomCom and to report any concerns or issues 764 to the Chair of the NomCom immediately. If they cannot resolve the 765 issue between themselves, liaisons must report it according to the 766 dispute resolution process stated elsewhere in this document. 768 Liaisons from confirming bodies are expected to assist the committee 769 in preparing the testimony it is required to provide with its 770 candidates. 772 Liaisons may have other NomCom responsibilities as required by their 773 respective organizations or requested by the NomCom, except that such 774 responsibilities may not conflict with any other provisions of this 775 document. 777 Liaisons do not vote on the selection of candidates. 779 4.8. Liaison Appointment 781 DISCUSSION 783 Should the IETF Trust and IETF LLC appoint a liaisons to the 784 NomCom? 786 The sitting IAB and IESG members each appoint a liaison from their 787 current membership, someone who is not sitting in an open position, 788 to serve on the NomCom. 790 4.9. Advisors 792 An advisor is responsible for such duties as specified by the 793 invitation that resulted in the appointment. 795 Advisors do not vote on the selection of candidates. 797 4.10. Past Chair 799 The Chair of the prior year's NomCom serves as an advisor to the 800 current committee. 802 The prior year's Chair is expected to review the actions and 803 activities of the current Chair and to report any concerns or issues 804 to the NomCom Chair immediately. If they cannot resolve the issue 805 between themselves, the prior year's Chair must report it according 806 to the dispute resolution process stated elsewhere in this document. 808 The prior year's Chair may select a designee from a pool composed of 809 the voting volunteers of the prior year's committee and all prior 810 Chairs if the Chair is unavailable. If the prior year's Chair is 811 unavailable or is unable or unwilling to make such a designation in a 812 timely fashion, the Chair of the current year's committee may select 813 a designee in consultation with the Internet Society President. 815 Selecting a prior year's committee member as the designee permits the 816 experience of the prior year's deliberations to be readily available 817 to the current committee. Selecting an earlier prior year Chair as 818 the designee permits the experience of being a Chair as well as that 819 Chair's committee deliberations to be readily available to the 820 current committee. 822 All references to "prior year's Chair" in this document refer to the 823 person serving in that role, whether it is the actual prior year's 824 Chair or a designee. 826 4.11. Voting Volunteers 828 Voting volunteers are responsible for completing the tasks of the 829 NomCom in a timely fashion. 831 Each voting volunteer is expected to participate in all activities of 832 the NomCom with a level of effort approximately equal to all other 833 voting volunteers. Specific tasks to be completed are established 834 and managed by the Chair according to rules stated elsewhere in this 835 document. 837 4.12. Milestones 839 The Chair must establish and announce milestones for the selection of 840 the NomCom members. 842 There is a defined time period during which the selection process is 843 due to be completed. The Chair must establish a set of milestones 844 which, if met in a timely fashion, will result in the completion of 845 the process on time. 847 4.13. Open Positions 849 The Chair (or the Managing Director, IETF Secretariat, if no Chair 850 has been named four weeks after the First IETF meeting of the year) 851 obtains the list of positions to be reviewed and announces it along 852 with a solicitation for names of volunteers from the IETF community 853 willing to serve on the NomCom. 855 If the Managing Director, IETF Secretariat issues the solicitation 856 for volunteers, the Managing Director, IETF Secretariat must also 857 collect responses to the solicitation and provide the names of 858 volunteers to the incoming NomCom Chair when the incoming NomCom 859 Chair is named. 861 At the Chair's request, the IETF Secretariat may perform other 862 clerical support tasks, as long as the task being performed does not 863 require NomCom Chair judgment, in the NomCom Chair's opinion, and as 864 long as the community is appropriately notified that this request is 865 being made. This request may come from the incoming NomCom Chair (if 866 one has been selected for this NomCom cycle) or the previous NomCom 867 Chair (if the search for an incoming NomCom Chair is still underway). 869 The solicitation must permit the community at least 30 days during 870 which they may choose to volunteer to be selected for the NomCom. 872 The list of open positions is published with the solicitation to 873 facilitate community members choosing between volunteering for an 874 open position and volunteering for the NomCom. 876 4.14. Volunteer Qualification 878 Members of the IETF community must have attended at least three of 879 the last five IETF meetings in order to volunteer. 881 The five meetings are the five most recent meetings that ended prior 882 to the date on which the solicitation for NomCom volunteers was 883 submitted for distribution to the IETF community. 885 The IETF Secretariat is responsible for confirming that volunteers 886 have met the attendance requirement. 888 Volunteers must provide their full name, email address, and primary 889 company or organization affiliation (if any) when volunteering. 891 Volunteers are expected to be familiar with the IETF processes and 892 procedures, which are readily learned by active participation in a 893 working group and especially by serving as a document editor or 894 working group chair. 896 4.15. Not Qualified 898 Any person who serves on the Internet Society Board of Trustees, the 899 IETF Trust, the IETF LLC Board of Directors, the IAB, or the IESG, 900 including those who serve on these bodies in ex officio positions, 901 may not volunteer to serve as voting members of the NomCom. In 902 addition, employees or contractors of the IETF LLC may not volunteer 903 to serve as voting members of the NomCom. Liaisons to these bodies 904 from other bodies or organizations are not excluded by this rule. 906 4.16. Selection Process 908 The Chair announces both the list of the pool of volunteers from 909 which the 10 voting volunteers will be randomly selected and the 910 method with which the selection will be completed. 912 The announcement should be made at least one week prior to the date 913 on which the random selection will occur. 915 The pool of volunteers must be enumerated or otherwise indicated 916 according to the needs of the selection method to be used. 918 The announcement must specify the data that will be used as input to 919 the selection method. The method must depend on random data whose 920 value is not known or available until the date on which the random 921 selection will occur. 923 It must be possible to independently verify that the selection method 924 used is both fair and unbiased. A method is fair if each eligible 925 volunteer is equally likely to be selected. A method is unbiased if 926 no one can influence its outcome in favor of a specific outcome. 928 It must be possible to repeat the selection method, either through 929 iteration or by restarting in such a way as to remain fair and 930 unbiased. This is necessary to replace selected volunteers should 931 they become unavailable after selection. 933 The selection method must produce an ordered list of volunteers. 935 One possible selection method is described in [RFC3797]. 937 4.17. Announcement of Selection Results 939 The Chair randomly selects the 10 voting volunteers from the pool of 940 names of volunteers and announces the members of the NomCom. 942 No more than two volunteers with the same primary affiliation may be 943 selected for the NomCom. The Chair reviews the primary affiliation 944 of each volunteer selected by the method in turn. If the primary 945 affiliation for a volunteer is the same as two previously selected 946 volunteers, that volunteer is removed from consideration and the 947 method is repeated to identify the next eligible volunteer. 949 There must be at least two announcements of all members of the 950 NomCom. 952 The first announcement should occur as soon after the random 953 selection as is reasonable for the Chair. The community must have at 954 least one week during which any member may challenge the results of 955 the random selection. 957 The challenge must be made in writing (email is acceptable) to the 958 Chair. The Chair has 48 hours to review the challenge and offer a 959 resolution to the member. If the resolution is not accepted by the 960 member, that member may report the challenge according to the dispute 961 resolution process stated elsewhere in this document. 963 If a selected volunteer, upon reading the announcement with the list 964 of selected volunteers, finds that two or more other volunteers have 965 the same affiliation, then the volunteer should notify the Chair who 966 will determine the appropriate action. 968 During at least the one week challenge period, the Chair must contact 969 each of the members and confirm their willingness and availability to 970 serve. The Chair should make every reasonable effort to contact each 971 member. 973 o If the Chair is unable to contact a liaison, the problem is 974 referred to the respective organization to resolve. The Chair 975 should allow a reasonable amount of time for the organization to 976 resolve the problem and then may proceed without the liaison. 978 o If the Chair is unable to contact an advisor, the Chair may elect 979 to proceed without the advisor, except for the prior year's Chair 980 for whom the Chair must consult with the Internet Society 981 President as stated elsewhere in this document. 983 o If the Chair is unable to contact a voting volunteer, the Chair 984 must repeat the random selection process in order to replace the 985 unavailable volunteer. There should be at least one day between 986 the announcement of the iteration and the selection process. 988 After at least one week and confirming that 10 voting volunteers are 989 ready to serve, the Chair makes the second announcement of the 990 members of the NomCom, which officially begins the term of the 991 NomCom. 993 4.18. Committee Organization 995 The Chair works with the members of the committee to organize itself 996 in preparation for completing its assigned duties. 998 The committee has approximately one month during which it can self- 999 organize. Its responsibilities during this time include but are not 1000 limited to the following: 1002 o Setting up a regular teleconference schedule. 1004 o Setting up an internal web site. 1006 o Setting up a mailing list for internal discussions. 1008 o Setting up an email address for receiving community input. 1010 o Establishing operational procedures. 1012 o Establishing milestones in order to monitor the progress of the 1013 selection process. 1015 5. Nominating Committee Operation 1017 The following rules apply to the operation of the NomCom. If 1018 necessary, a paragraph discussing the interpretation of each rule is 1019 included. 1021 The rules are organized approximately in the order in which they 1022 would be invoked. 1024 5.1. Discretion 1026 All rules and special circumstances not otherwise specified are at 1027 the discretion of the committee. 1029 Exceptional circumstances will occasionally arise during the normal 1030 operation of the NomCom. This rule is intended to foster the 1031 continued forward progress of the committee. 1033 Any member of the committee may propose a rule for adoption by the 1034 committee. The rule must be approved by the committee according to 1035 its established voting mechanism. 1037 All members of the committee should consider whether the exception is 1038 worthy of mention in the next revision of this document and follow-up 1039 accordingly. 1041 5.2. Selection Timeline 1043 The completion of the process of selecting candidates to be confirmed 1044 by their respective confirming body is due within three months. 1046 The completion of the selection process is due at least two months 1047 prior to the First IETF. This ensures the NomCom has sufficient time 1048 to complete the confirmation process. 1050 5.3. Confirmation Timeline 1052 The completion of the process of confirming the candidates is due 1053 within one month. 1055 The completion of the confirmation process is due at least one month 1056 prior to the First IETF. 1058 5.4. Milestones 1060 The Chair must establish a set of NomCom milestones for the candidate 1061 selection and confirmation process. 1063 There is a defined time period during which the candidate selection 1064 and confirmation process must be completed. The Chair must establish 1065 a set of milestones that, if met in a timely fashion, will result in 1066 the completion of the process on time. The Chair should allow time 1067 for iterating the activities of the committee if one or more 1068 candidates are not confirmed. 1070 The Chair should ensure that all committee members are aware of the 1071 milestones. 1073 5.5. Voting Mechanism 1075 The Chair must establish a voting mechanism. 1077 The committee must be able to objectively determine when a decision 1078 has been made during its deliberations. The criteria for determining 1079 closure must be established and known to all members of the NomCom. 1081 5.6. Voting Quorum 1083 At least a quorum of committee members must participate in a vote. 1085 Only voting volunteers vote on a candidate selection. For a 1086 candidate selection vote, a quorum is comprised of at least seven of 1087 the voting volunteers. 1089 At all other times, a quorum is present if at least 75% of the NomCom 1090 members are participating. 1092 5.7. Voting Member Recall 1094 Any member of the NomCom may propose to the committee that any other 1095 member except the Chair be recalled. The process for recalling the 1096 Chair is defined elsewhere in this document. 1098 There are a variety of ordinary circumstances that may arise that 1099 could result in one or more members of the committee being 1100 unavailable to complete their assigned duties, for example, health 1101 concerns, family issues, or a change of priorities at work. A 1102 committee member may choose to resign for unspecified personal 1103 reasons. In addition, the committee may not function well as a group 1104 because a member may be disruptive or otherwise uncooperative. 1106 Regardless of the circumstances, if individual committee members 1107 cannot work out their differences between themselves, the entire 1108 committee may be called upon to discuss and review the circumstances. 1109 If a resolution is not forthcoming, a vote may be conducted. A 1110 member may be recalled if at least a quorum of all committee members 1111 agree, including the vote of the member being recalled. 1113 If a liaison member is recalled, the committee must notify the 1114 affected organization and must allow a reasonable amount of time for 1115 a replacement to be identified by the organization before proceeding. 1117 If an advisor member other than the prior year's Chair is recalled, 1118 the committee may choose to proceed without the advisor. In the case 1119 of the prior year's Chair, the Internet Society President must be 1120 notified and the current Chair must be allowed a reasonable amount of 1121 time to consult with the Internet Society President to identify a 1122 replacement before proceeding. 1124 If a single voting volunteer position on the NomCom is vacated, 1125 regardless of the circumstances, the committee may choose to proceed 1126 with only nine voting volunteers at its own discretion. In all other 1127 cases, a new voting member must be selected, and the Chair must 1128 repeat the random selection process including an announcement of the 1129 iteration prior to the actual selection as stated elsewhere in this 1130 document. 1132 A change in the primary affiliation of a voting volunteer during the 1133 term of the NomCom is not a cause to request the recall of that 1134 volunteer, even if the change would result in more than two voting 1135 volunteers with the same affiliation. 1137 5.8. Chair Recall 1139 Only the prior year's Chair may request the recall of the current 1140 Chair. 1142 It is the responsibility of the prior year's Chair to ensure the 1143 current Chair completes the assigned tasks in a manner consistent 1144 with this document and in the best interests of the IETF community. 1146 Any member of the committee who has an issue or concern regarding the 1147 Chair should report it to the prior year's Chair immediately. The 1148 prior year's Chair is expected to report it to the Chair immediately. 1149 If they cannot resolve the issue between themselves, the prior year's 1150 Chair must report it according to the dispute resolution process 1151 stated elsewhere in this document. 1153 5.9. Deliberations 1155 All members of the NomCom may participate in all deliberations. 1157 The emphasis of this rule is that no member can be explicitly 1158 excluded from any deliberation. However, a member may individually 1159 choose not to participate in a deliberation. 1161 5.10. Call for Nominees 1163 The Chair announces the open positions to be reviewed, the desired 1164 expertise provided by the Managing Director, IETF Secretariat, and 1165 the call for nominees. 1167 The call for nominees must include a request for comments regarding 1168 the past performance of incumbents, which will be considered during 1169 the deliberations of the NomCom. 1171 The call must request that a nomination include a valid, working 1172 email address, a telephone number, or both for the nominee. The 1173 nomination must include the set of skills or expertise the nominator 1174 believes the nominee has that would be desirable. 1176 5.11. Nominations 1178 Any member of the IETF community may nominate any member of the IETF 1179 community for any open position, whose eligibility to serve will be 1180 confirmed by the NomCom. 1182 A self-nomination is permitted. 1184 NomCom members are not eligible to be considered for filling any open 1185 position by the NomCom on which they serve. They become ineligible 1186 as soon as the term of the NomCom on which they serve officially 1187 begins. They remain ineligible for the duration of that NomCom's 1188 term. 1190 Although each NomCom's term overlaps with the following NomCom's 1191 term, NomCom members are eligible for nomination by the following 1192 committee if not otherwise disqualified. 1194 Members of the IETF community who were recalled from any IESG, IAB, 1195 or IETF LLC position during the previous two years are not eligible 1196 to be considered for filling any open position. 1198 5.12. Candidate Selection 1200 The NomCom selects candidates based on its understanding of the IETF 1201 community's consensus of the qualifications required to fill the open 1202 positions. 1204 The intent of this rule is to ensure that the NomCom consults with a 1205 broad base of the IETF community for input to its deliberations. In 1206 particular, the NomCom must determine if the desired expertise for 1207 the open positions matches its understanding of the qualifications 1208 desired by the IETF community. 1210 The consultations are permitted to include names of nominees, if all 1211 parties to the consultation agree to observe the same confidentiality 1212 rules as the NomCom itself, or the names are public as discussed in 1213 Section 3.6. Feedback on individual nominees should always be 1214 confidential. 1216 A broad base of the community should include the existing members of 1217 the IESG and IAB, and IETF LLC Directors, especially sitting members 1218 who share responsibilities with open positions, e.g., co-Area 1219 Directors, and working group chairs, especially those in the areas 1220 with open positions. 1222 Only voting volunteer members vote to select candidates. 1224 5.13. Consent to Nomination 1226 Nominees should be advised that they are being considered and must 1227 consent to their nomination prior to being chosen as candidates. 1229 Although the NomCom will make every reasonable effort to contact and 1230 to remain in contact with nominees, any nominee whose contact 1231 information changes during the process and who wishes to still be 1232 considered should inform the NomCom of the changes. 1234 A nominee's consent must be written (email is acceptable) and must 1235 include a commitment to provide the resources necessary to fill the 1236 open position and an assurance that the nominee will perform the 1237 duties of the position for which they are being considered in the 1238 best interests of the IETF community. 1240 Consenting to a nomination must occur prior to a nominee being a 1241 candidate and may occur as soon after the nomination as needed by the 1242 NomCom. 1244 Consenting to a nomination must not imply the nominee will be a 1245 candidate. 1247 The NomCom should help nominees provide justification to their 1248 employers. 1250 5.14. Notifying Confirming Bodies 1252 The NomCom advises the confirming bodies of their candidates, 1253 specifying a single candidate for each open position and testifying 1254 as to how each candidate meets the qualifications of an open 1255 position. 1257 For each candidate, the testimony must include a brief statement of 1258 the qualifications for the position that is being filled, which may 1259 be exactly the expertise that was requested. If the qualifications 1260 differ from the expertise originally requested, a brief statement 1261 explaining the difference must be included. 1263 The testimony may include a brief resume of the candidate and/or a 1264 brief summary of the deliberations of the NomCom. 1266 5.15. Confirming Candidates 1268 Confirmed candidates must consent to their confirmation, and rejected 1269 candidates and nominees must be notified before confirmed candidates 1270 are announced. 1272 It is not necessary to notify and get consent from all confirmed 1273 candidates together. 1275 A nominee may not know they were a candidate. This permits a 1276 candidate to be rejected by a confirming body without the nominee 1277 knowing about the rejection. 1279 Rejected nominees, who consented to their nomination, and rejected 1280 candidates must be notified prior to announcing the confirmed 1281 candidates. 1283 It is not necessary to announce all confirmed candidates together. 1285 The NomCom must ensure that all confirmed candidates are prepared to 1286 serve prior to announcing their confirmation. 1288 5.16. Archives 1290 The NomCom should archive the information it has collected or 1291 produced for a period of time but not to exceed its term. 1293 The purpose of the archive is to assist the NomCom should it be 1294 necessary for it to fill a mid-term vacancy. 1296 The existence of an archive, how it is implemented, and what 1297 information to archive is at the discretion of the committee. The 1298 decision must be approved by a quorum of the voting volunteer 1299 members. 1301 The implementation of the archive should make every reasonable effort 1302 to ensure that the confidentiality of the information it contains is 1303 maintained. 1305 6. Dispute Resolution Process 1307 The dispute resolution process described here is to be used as 1308 indicated elsewhere in this document. Its applicability in other 1309 circumstances is beyond the scope of this document. 1311 The NomCom operates under a strict rule of confidentiality. For this 1312 reason, when process issues arise, it is best to make every 1313 reasonable effort to resolve them within the committee. However, 1314 when circumstances do not permit this, or no resolution is 1315 forthcoming, the process described here is to be used. 1317 The following rules apply to the process. 1319 1. The results of this process are final and binding. There is no 1320 appeal. 1322 2. The process begins with the submission of a request as described 1323 below to the Internet Society President. 1325 3. As soon as the process begins, the NomCom may continue those 1326 activities that are unrelated to the issue to be resolved except 1327 that it must not submit any candidates to a confirming body until 1328 the issue is resolved. 1330 4. All parties to the process are subject to the same 1331 confidentiality rules as each member of the NomCom. 1333 5. The process should be completed within two weeks. 1335 The process is as follows: 1337 1. The party seeking resolution submits a written request (email is 1338 acceptable) to the Internet Society President detailing the issue 1339 to be resolved. 1341 2. The Internet Society President appoints an arbiter to investigate 1342 and resolve the issue. A self-appointment is permitted. 1344 3. The arbiter investigates the issue making every reasonable effort 1345 to understand both sides of the issue. Since the arbiter is 1346 subject to the same confidentiality obligations as all NomCom 1347 members, all members are expected to cooperate fully with the 1348 arbiter and to provide all relevant information to the arbiter 1349 for review. 1351 4. After consultation with the two principal parties to the issue, 1352 the arbiter decides on a resolution. Whatever actions are 1353 necessary to execute the resolution are immediately begun and 1354 completed as quickly as possible. 1356 5. The arbiter summarizes the issue, the resolution, and the 1357 rationale for the resolution for the Internet Society President. 1359 6. In consultation with the Internet Society President, the arbiter 1360 prepares a report of the dispute and its resolution. The report 1361 should include all information that in the judgment of the 1362 arbiter does not violate the confidentiality requirements of the 1363 NomCom. 1365 7. The Chair includes the dispute report when reporting on the 1366 activities of the NomCom to the IETF community. 1368 7. Member, Trustee, and Director Recall 1370 The following rules apply to the recall process. If necessary, a 1371 paragraph discussing the interpretation of each rule is included. 1373 7.1. IETF LLC Director Removal 1375 As described in Section 4.12 of [I-D.ietf-iasa2-struct], Directors of 1376 the IETF LLC Board may be removed with or without cause by the IETF 1377 LLC Board itself. In addition, this IETF recall process can also be 1378 used to remove or recall an IETF LLC Director, except for the 1379 Director appointed by the Internet Society. 1381 7.2. IESG and IAB Member and IETF Trust Trustee Recall 1383 7.2.1. Petition 1385 At any time, at least 20 members of the IETF community, who are 1386 qualified to be voting members of a NomCom, may request by signed 1387 petition (email is acceptable) to the Internet Society President the 1388 recall of any sitting IESG or IAB member, or NomCom appointed IETF 1389 Trust Trustee. 1391 All individual and collective qualifications of NomCom eligibility 1392 are applicable, including that no more than two signatories may have 1393 the same primary affiliation. 1395 Each signature must include a full name, email address, and primary 1396 company or organization affiliation. 1398 The IETF Secretariat is responsible for confirming that each 1399 signatory is qualified to be a voting member of a NomCom. A valid 1400 petition must be signed by at least 20 qualified signatories. 1402 The petition must include a statement of justification for the recall 1403 and all relevant and appropriate supporting documentation. 1405 The petition and its signatories must be announced to the IETF 1406 community. 1408 7.2.2. Recall Committee Chair 1410 The Internet Society President shall appoint a Recall Committee 1411 Chair. 1413 The Internet Society President must not evaluate the recall request. 1414 It is explicitly the responsibility of the IETF community to evaluate 1415 the behavior of its leaders. 1417 7.2.3. Recall Committee Creation 1419 The recall committee is created according to the same rules as is the 1420 NomCom with the qualifications that both the person being 1421 investigated and the parties requesting the recall must not be a 1422 member of the recall committee in any capacity. 1424 7.2.4. Recall Committee Rules 1426 The recall committee operates according to the same rules as the 1427 NomCom with the qualification that there is no confirmation process. 1429 7.2.5. Recall Committee Operation 1431 The recall committee investigates the circumstances of the 1432 justification for the recall and votes on its findings. 1434 The investigation must include at least both an opportunity for the 1435 member being recalled to present a written statement and consultation 1436 with third parties. 1438 7.2.6. 3/4 Majority 1440 A 3/4 majority of the members who vote on the question is required 1441 for a recall. 1443 7.2.7. Position To Be Filled 1445 If a sitting member is recalled, the open position is to be filled 1446 according to the mid-term vacancy rules. 1448 8. IANA Considerations 1450 No IANA actions required. 1452 9. Security Considerations 1454 Any selection, confirmation, or recall process necessarily involves 1455 investigation into the qualifications and activities of prospective 1456 candidates. The investigation may reveal confidential or otherwise 1457 private information about candidates to those participating in the 1458 process. Each person who participates in any aspect of the process 1459 must maintain the confidentiality of any and all information not 1460 explicitly identified as suitable for public dissemination. 1462 When the NomCom decides it is necessary to share confidential or 1463 otherwise private information with others, the dissemination must be 1464 minimal and must include a prior commitment from all persons 1465 consulted to observe the same confidentiality rules as the NomCom 1466 itself. 1468 10. References 1470 10.1. Normative References 1472 [I-D.ietf-iasa2-struct] 1473 Haberman, B., Hall, J., and J. Livingood, "Record of 1474 Proposed Structure of the IETF Administrative Support 1475 Activity (IASA), Version 2.0", draft-ietf-iasa2-struct-06 1476 (work in progress), September 2018. 1478 [I-D.ietf-iasa2-trust-update] 1479 Arkko, J. and T. Hardie, "Update to the Process for 1480 Selection of Trustees for the IETF Trust", draft-ietf- 1481 iasa2-trust-update-02 (work in progress), October 2018. 1483 [RFC3710] Alvestrand, H., "An IESG charter", RFC 3710, 1484 DOI 10.17487/RFC3710, February 2004, 1485 . 1487 [RFC3777] Galvin, J., Ed., "IAB and IESG Selection, Confirmation, 1488 and Recall Process: Operation of the Nominating and Recall 1489 Committees", RFC 3777, DOI 10.17487/RFC3777, June 2004, 1490 . 1492 [RFC7437] Kucherawy, M., Ed., "IAB, IESG, and IAOC Selection, 1493 Confirmation, and Recall Process: Operation of the 1494 Nominating and Recall Committees", BCP 10, RFC 7437, 1495 DOI 10.17487/RFC7437, January 2015, 1496 . 1498 10.2. Informative References 1500 [Err232] RFC Errata, "Erratum ID 232", RFC 3777. 1502 [Err4179] RFC Errata, "Erratum ID 4179", RFC 3777. 1504 [RFC3797] Eastlake 3rd, D., "Publicly Verifiable Nominations 1505 Committee (NomCom) Random Selection", RFC 3797, 1506 DOI 10.17487/RFC3797, June 2004, 1507 . 1509 Appendix A. Changes Since RFC 3777 1511 o Converted source file from nroff to XML, resulting in some 1512 reformatting. 1514 o Applied errata for RFC 3777 ([Err232] and [Err4179]). 1516 o Applied RFC 5078 update. 1518 o Applied RFC 5633 update. 1520 o Applied RFC 5680 update. 1522 o Applied RFC 6859 update. 1524 o Corrected a few grammatical errors. 1526 o Added a reference to RFC 3710. 1528 Appendix B. Changes Since RFC 7437 1530 o Changed all mentions of the Internet Administrative Oversight 1531 committee (IAOC), and replaced it with the appropriate references 1532 to the IETF Administration LLC (IETF LLC). This included making 1533 changes on an as needed basis to some aspects of the process for 1534 the IETF LLC, in accordance with IASA2. 1536 o Revised definition of IETF Executive Director, and added 1537 definition of "Managing Director, IETF Secretariat". Changed text 1538 to "Managing Director, IETF Secretariat" where appropriate. 1540 o Added references to appropriate IASA2 documents. 1542 o Modified the Advice and Consent model to enable IESG, IAB, and 1543 IETF LLC to communicate directly with the NomCom rather than via 1544 the Managing Director, IETF Secretariat. 1546 o Updated removal text to reflect the new LLC rules, which enables 1547 removal via the LLC or the IETF recall process, except for the 1548 ISOC-appointed Director. 1550 o Updated the document to clarify that there are members of the IAB 1551 and IESG, and Director of the IETF LLC. 1553 o Updated document to also specify procedures for the NomCom 1554 appointed IETF Trust Trustees. 1556 o Revised Abstract and Introduction to provide current context. 1558 o Changed "nominating committee" to "NomCom" throughout the document 1559 because it is what most use to describe the IETF Nominating 1560 Committee. 1562 o Editorial changes. 1564 Appendix C. Oral Tradition 1566 Over the years, various NomComs have learned through oral tradition 1567 passed on by liaisons that there are certain consistencies in the 1568 process and information considered during deliberations. Some items 1569 from that oral tradition are collected here to facilitate its 1570 consideration by future NomComs. 1572 1. It has been found that experience as an IETF Working Group Chair 1573 or an IRTF Research Group Chair is helpful in giving a nominee 1574 experience of what the job of an Area Director involves. It also 1575 helps a NomCom judge the technical, people, and process 1576 management skills of the nominee. 1578 2. No person should serve both on the IAB and as an Area Director, 1579 except the IETF Chair whose roles as an IAB member and Area 1580 Director of the General Area are set out elsewhere. 1582 3. The strength of the IAB is found in part in the balance of the 1583 demographics of its members (e.g., national distribution, years 1584 of experience, gender, etc.), the combined skill set of its 1585 members, and the combined sectors (e.g., industry, academia, 1586 etc.) represented by its members. 1588 4. There are no term limits explicitly because the issue of 1589 continuity versus turnover should be evaluated each year 1590 according to the expectations of the IETF community, as it is 1591 understood by each NomCom. 1593 5. The number of NomCom members with the same primary affiliation is 1594 limited in order to avoid the appearance of improper bias in 1595 choosing the leadership of the IETF. Rather than defining 1596 precise rules for how to define "affiliation", the IETF community 1597 depends on the honor and integrity of the participants to make 1598 the process work. 1600 Appendix D. Nominating Committee Timeline 1602 This appendix is included for the convenience of the reader and is 1603 not to be interpreted as the definitive timeline. It is intended to 1604 capture the detail described elsewhere in this document in one place. 1605 Although every effort has been made to ensure the description here is 1606 consistent with the description elsewhere, if there are any conflicts 1607 the definitive rule is the one in the main body of this document. 1609 The only absolute in the timeline rules for the annual process is 1610 that its completion is due by the First IETF of the year after the 1611 NomCom begins its term. This is supported by the fact that the 1612 confirmed candidate terms begin during the week of the First IETF. 1614 The overall annual process is designed to be completed in seven 1615 months. It is expected to start nine months prior to the First IETF. 1616 The time is split between three major components of the process 1617 roughly as follows: 1619 1. First is the selection and organization of the committee members. 1620 Three months are allotted for this process. 1622 2. Second is the selection of the candidates by the NomCom. Four 1623 months are allotted for this process. 1625 3. Third is the confirmation of the candidates by their respective 1626 confirming bodies. Two months are allotted for this process. 1628 The following list captures the details of the milestones within each 1629 component. For illustrative purposes, the list presumes the Friday 1630 before the First IETF is March 1. Numbers shown in square brackets 1631 indicate the expected number of weeks at each step. 1633 1. BEGIN Eight Months Prior to First IETF (approx. June 1); 1634 Internet Society President appoints the Chair. The appointment 1635 must be done no later than the Second IETF or eight months prior 1636 to the First IETF, whichever comes first. The Chair must be 1637 announced and recognized during a plenary session of the Second 1638 IETF. [0] 1640 2. The Chair establishes and announces milestones to ensure the 1641 timely selection of the NomCom members. [1] 1643 3. The Chair contacts the IESG, IAB, and Internet Society Board of 1644 Trustees and requests a liaison. The Chair contacts the prior 1645 year's Chair and requests an advisor. The Chair obtains the 1646 list of IESG, IAB, IETF Trust, and IETF LLC open positions and 1647 descriptions from the chairs of each group. [0] 1649 4. The Chair announces the solicitation for voting volunteer 1650 members that must remain open for at least 30 days. The 1651 announcement must be done no later than seven months and two 1652 weeks prior to the First IETF (approx. June 15). [6] 1654 5. After the solicitation closes, the Chair announces the pool of 1655 volunteers and the date of the random selection, which must be 1656 at least one week in the future. The announcement must be done 1657 no later than six months and two weeks prior to the First IETF 1658 (approx. July 15). [1] 1660 6. On the appointed day, the random selection occurs and the Chair 1661 announces the members of the committee and the one week 1662 challenge period. The announcement must be done no later than 1663 six months and one week prior to the First IETF (approx. July 1664 22). [1] 1666 7. During the challenge period, the Chair contacts each of the 1667 committee members and confirms their availability to 1668 participate. [0] 1670 8. After the challenge period closes, the Chair announces the 1671 members of the committee and its term begins. The announcement 1672 must be done no later than six months prior to the First IETF 1673 (approx. August 1). [1] 1675 9. The committee has one month during which it is to self-organize 1676 in preparation for completing its assigned duties. This must be 1677 done no later than five months prior to the First IETF (approx. 1678 September 15). [6] 1680 10. END the Committee Member Selection Process; BEGIN the Selection 1681 of Candidates; Time is at least five months prior to the First 1682 IETF (approx. September 22). [0] 1684 11. The Chair establishes and announces the milestones to ensure the 1685 timely selection of the candidates, including a call for 1686 nominations for the open positions. The announcement must be 1687 done no later than five months prior to the First IETF (approx. 1688 October 1). [1] 1690 12. Over the next three months, the NomCom collects input and 1691 deliberates. It should plan to conduct interviews and other 1692 consultations during the Third IETF. The committee is due to 1693 complete its candidate selection no later than two months prior 1694 to the First IETF (approx. January 1). [17] 1696 13. END the Selection of Candidates; BEGIN the Confirmation of 1697 Candidates; Time is at least two months prior to the First IETF 1698 (approx. January 1). [0] 1700 14. The committee presents its candidates to their respective 1701 confirming bodies. The presentation must be done no later than 1702 two months prior to the First IETF (approx. January 1). [0] 1704 15. The confirming bodies have one month to deliberate and, in 1705 communication with the NomCom, accept or reject candidates. [4] 1707 16. The Chair notifies and advises unsuccessful nominees that they 1708 have not been selected. [1] 1710 17. The Chair announces the confirmed candidates. The announcement 1711 must be done no later than one month prior to the First IETF 1712 (approx. February 1). [4] 1714 Appendix E. Acknowledgments 1716 A great deal of work went into the RFCs that preceded this one. The 1717 2014 NomCom and this editor would like to thank all of them once 1718 again for the time and energy it took to get us to where we are now. 1719 In no particular order, we acknowledge: 1721 Jeff Case Fred Baker John Curran 1722 Guy Almes Geoff Huston Mike St. Johns 1723 Donald Eastlake Avri Doria Bernard Adoba 1724 Ted T'so Phil Roberts Jim Galvin 1725 Harald Alvestrand Leslie Daigle Joel Halpern 1726 Thomas Narten Spencer Dawkins Barry Leiba 1727 Lars Eggert Ross Callon Brian Carpenter 1728 Robert Elz Bernie Hoeneisen John Klensin 1729 Danny McPherson S. Moonesamy Scott Bradner 1730 Ralph Droms Pekka Savola 1732 Allison Mankin and Russ White provided early reviews and feedback 1733 about this document. 1735 Jari Arkko was very helpful by independently verifying that the 1736 previous text from all the merged documents was marshaled correctly 1737 into this one, and Adrian Farrel and Brian Carpenter caught the nits 1738 that fell through the cracks. 1740 Appendix F. Change log [RFC Editor: Please remove] 1742 draft-ietf-iasa2-rfc74337bis-02, 2018-October-16: 1744 * Added "IETF" before Nominating and Recall Committees in the 1745 title 1747 * Added leading capitalization to Trustee(s) and Director(s) for 1748 consistency 1749 * Fixed other minor grammatical, spelling, or abbreviation nits 1750 draft-ietf-iasa2-rfc74337bis-01, 2018-October-16: 1752 * Modified the Advice and Consent model to enable IESG, IAB, and 1753 IETF LLC to communicate directly with the NomCom rather than 1754 via the Managing Director, IETF Secretariat. 1755 * Updated member removal text to reflect the new LLC rules, which 1756 enables removal via the LLC or the IETF recall process, except 1757 for the ISOC-appointed Director. 1758 * Removed discussion text from the volunteer eligibility section. 1759 This means that IETF LLC employees and contractors cannot 1760 volunteer for the NomCom but does not extend that prohibition 1761 to ISOC employees and contractors. 1762 * Updated the document to clarify that there are members of the 1763 IAB and IESG, Trustees of the IETF Trust, and Directors of the 1764 IETF LLC. 1765 * Removed ISOC Board of Trustees members from the definition of 1766 "sitting members" because it doesn't apply. 1767 * Updated document to also include procedures for the NomCom 1768 appointed IETF Trust Trustees. 1769 * Revised Abstract and Introduction to provide current context. 1770 * Changed "nominating committee" to "NomCom" throughout the 1771 document because it is what most use to describe the IETF 1772 Nominating Committee. 1773 * Added an no-actions IANA Considerations Section. 1774 * Editorial changes. 1776 draft-ietf-iasa2-rfc74337bis-00, 2018-October-12: 1777 Initial bis draft, Changes include: 1779 * Changed all mentions of the Internet Administrative Oversight 1780 committee (IAOC), and replaced it with the appropriate 1781 references to the IETF Administration LLC (IETF LLC). This 1782 included making changes on an as needed basis to some aspects 1783 of the process for the IETF LLC, in accordance with IASA2. 1784 * Revised definition of IETF Executive Director, and added 1785 definition of "Managing Director, IETF Secretariat". Changed 1786 text to "Managing Director, IETF Secretariat" where 1787 appropriate. 1788 * Added references to appropriate IASA2 documents. 1789 * Corrected a few grammatical errors. 1791 Authors' Addresses 1793 Murray S. Kucherawy (editor) 1794 270 Upland Drive 1795 San Francisco, CA 94127 1796 United States 1798 Email: superuser@gmail.com 1800 Robert M. Hinden (editor) 1801 Check Point Software 1802 San Carlos, CA 1803 USA 1805 Email: bob.hinden@gmail.com 1807 Jason Livingood (editor) 1808 Comcast 1809 Philadelphia, PA 1810 USA 1812 Email: jason_livingood@comcast.com